Privacy Policy

Privacy Policy

Forest of Dean Gymnastics Club

 

1. Introduction

Forest of Dean Gymnastics Club (FODGC) is committed to protecting the privacy and personal data of its members, families, staff and volunteers.

 

We comply with all relevant data protection legislation, including:

·         The UK General Data Protection Regulation (UK GDPR)

·         The Data Protection Act 2018

 

This policy explains how we collect, use, store and protect personal information.

 

2. Purpose of This Policy

This policy aims to:

·         Explain how personal data is processed

·         Ensure transparency and fairness

·         Protect individual privacy

·         Support safeguarding and welfare

·         Meet legal and regulatory requirements

 

3. About the Club

Forest of Dean Gymnastics Club is a not-for-profit organisation constituted as a Charity and a Company Limited by Guarantee.

 

We provide gymnastics activities for children and young people through:

·         Recreational classes

·         Preschool sessions

·         Competitive programmes

·         Events and competitions

 

We are affiliated to:

·         British Gymnastics (BG)

·         South West Gymnastics Association (SWAGA)

·         Gloucestershire Amateur Gymnastics Association (GAGA)

 

4. Information We Collect

We may collect and process personal information relating to:

·        Gymnasts

·        Parents, carers and guardians

·        Coaches and staff

·         Trustees and volunteers

·         Officials and service providers

 

This may include:

·         Names and contact details

·         Dates of birth

·         Emergency contacts

·         Medical information

·         Membership details

·         Payment information

·         Safeguarding records

5. How We Use Personal Information

We use personal information to:

·         Manage membership and accounts

·         Deliver training and activities

·         Communicate with families

·         Enter competitions and events

·         Support learning and development

·         Safeguard children and young people

·         Meet legal and insurance requirements

 

6. Membership and Financial Information

When a child joins the Club, we collect contact details for the parent or guardian with parental responsibility.

 

For adult members, we collect personal and emergency contact details.

 

Payment and financial records are retained for six years in line with legal requirements.

 

If membership ends, data is normally deleted after one year unless retention is required for legal purposes.

 

 

7. Competitions and Squad Activities

To enter gymnasts into competitions, we may share:

·         Name

·         Date of birth

·         Gender

·         British Gymnastics membership number

 

For squad activities, additional information may be collected, including:

·         Medical information

·         Emergency contacts

·         Performance records

 

This information is held only for as long as necessary.

 

8. Medical and Participation Information

We may collect medical or disability-related information to ensure safe participation.

 

 

This information is used to:

·         Undertake risk assessments

·         Make reasonable adjustments

·         Support participant safety

 

Medical data is stored securely and only accessed by authorised staff.

 

9. Photographs and Video Recordings

The Club may take photographs and videos for:

·         Coaching and performance feedback

·         Communication with parents

·         Club promotion and publicity

 

Media may be captured using:

·         Club-owned devices

·         Authorised staff personal devices

 

All images and videos are handled in line with:

·         Parental consent settings

·         Safeguarding policy

·         Data protection legislation

 

Where personal devices are used, content must be transferred securely to Club systems and deleted promptly.  Media is never used for personal purposes.

 

10. Website and Online Services

Our website is maintained by a third-party provider responsible for security.

 

We do not use tracking or analytics tools.

 

IP addresses may be logged for technical purposes only.

 

11. Sharing Personal Information

We only share information where necessary and lawful, including with:

·         British Gymnastics

·         Regional and county associations

·         Competition organisers

·         Insurers

 

We do not sell or share personal data for marketing purposes.  Information may be shared without consent where required for safeguarding or legal reasons.

 

12. Lawful Basis for Processing

We process personal data under the following lawful bases:

·         Performance of a contract

·         Legal obligation

·         Consent

·         Legitimate interests

Special category data is processed only where lawful and necessary.

 

13. Data Transfers Outside the UK / EEA

Personal data may be transferred outside the UK/EEA for competitions or services.

 

Any transfer will only occur where appropriate safeguards are in place.

 

14. Individual Rights

Individuals have the right to:

·         Be informed

·         Access their data

·         Correct inaccurate data

·         Request deletion

·         Restrict processing

·         Object to processing

·         Withdraw consent

 

Requests should be made to Club management.

 

Concerns may be raised with the ICO:
📞 0303 123 1113
🌐 ico.org.uk

 

15. Data Security

We use appropriate technical and organisational measures to protect personal data.

 

Access is restricted to authorised personnel only.

 

All staff and volunteers are subject to confidentiality obligations.

 

Data breaches are managed in line with legal requirements.

 

16. Responsibilities

The Centre Manager is responsible for overseeing data protection compliance.

 

All staff and volunteers must:

·         Handle data securely

·         Follow this policy

·         Report concerns immediately

 

17. Review and Monitoring

This policy is reviewed annually and updated as required.

 

 

 

Centre Manager:Mandie Adams
Last Review:February 2026

Next Review:February 2027