Hereford Dynamix Trampoline Club provide opportunities for participation in activities including recreational trampoline and double mini trampoline classes, training camps, competitions, squads and other similar gymnastics activities.
The Club must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Club acts as a data controller. We take your privacy seriously and will ensure your personal information is kept secure.
You may give your personal details to the Club directly, through registration or we may collect them from another source such as through British Gymnastics and LoveAdmin. The Club must have a legal basis for processing your personal data. For the purposes of providing trampoline and gymnastics activities and/or coaching roles, we will only use your personal data in accordance with the terms of the following statement.
Collection and use of personal data
Purpose of processing and legal basis
The Club will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with trampoline / coaching services. The legal bases we rely upon to offer these services to you are:
• Legitimate interest
• Legal obligation
• Contractual obligation
We rely on consent in the following circumstances:
To use your email or telephone numbers for marketing purposes
With your consent, we may take photos during training or at club events to promote the club on our website, club social media accounts and in communications. All film and photos of children will be published in line with our safeguarding policy.
Where the Club has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
- Responding to communications, concerns or complaints and seeking feedback from you about our services.
We will use the information you provide to respond to any comments or questions you raise and where appropriate to undertake investigations into any complaints or concerns. On occasion, we may contact you to seek your views on the services we provide.
- Holding emergency contact information
When you join the club, we collect contact details. We also ask you to provide emergency contact details which we will only use in exceptional circumstances if we are unable to contact your primary contact e.g. a parent.
- Maintaining attendance registers, achievement records and waiting lists
For health and safety purposes and club records, we need to maintain a register of those in attendance at training or other club activities.
If there are no places in the club, we can place you on our waiting list and will contact you using the details you provide to inform you when a place is available.
- Entering you into a competition and providing results
If you wish to take part in a club competition, your information (usually your name, date of birth and gender and BG membership number) will be used to enter you into the appropriate category and your score will be recorded. Results of competitions are normally published on our website.
If you wish to enter a competition organised by another gymnastics body, including British Gymnastics, WMAGA and WMTTC we will provide your information to the organiser to enable you to take part in the competition or event that they are organising.
- Collecting additional information to support a participant attending a club trip
Occasionally we organise residential events or trips. If you or your child registers for one of these events, we will need to collect additional information, that may vary dependent on the specific activities and whether they involve meals and travel. Additional information we require may include passport information and any other relevant information necessary to provide support whilst away from home.
- Monitoring performance and undertaking fitness assessments
If you or your child are/is a competitive/elite/squad gymnast, we will need to collect additional information about you/them. We track and monitor gymnast’s performance in training, trials and competition and undertake regular fitness assessments. We may require additional information about lifestyle and education if you or your child are/is training at an elite level and requires time out of school or lifestyle.
To monitor that you have completed any required safeguarding training and criminal record checks
If you undertake a role where a criminal record check and safeguarding training are required, we will receive confirmation from British Gymnastics if your check is approved and that you have completed the required safeguarding training.
- Photography and filming for coaching purposes and to promote the club
We may take photos and videos at club events and training sessions to promote the club on our website, club social media account and in communications. We publish images on our website and social media accounts including but not exclusively to Facebook, instagram and Twitter, and in our communications in line with our safeguarding policy.
We have a duty of care to ensure it is safe for you or your child to take part in gymnastics activity and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in gymnastics activity as a result of a pre-existing condition. It is vital that you let us know if there is any reason why taking part in gymnastic activity may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants.
When we ask participants to provide relevant health information such as details of medical conditions, medication needs, allergies or injuries, this is because we have a legal obligation.
If you are selected for a role at the club, we will usually obtain a reference from any appropriate organisation or individual you have nominated.
When you tell us about any special needs such as disabilities or other support information we may use relevant information to comply with our legal obligations under the Equality Act 2010. We will review any information you have provided to help us identify any actions we can take to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s needs. We will keep a record of any steps we take to support inclusion.
If you are wishing to volunteer or work for us, we will ask you to complete a criminal record check as we have a legal obligation to do so. We jointly control the checking process with British Gymnastics who is responsible for the assessment of any content on the check and will only share information with us where it is appropriate. For example, if you are considered by British Gymnastics to be unsuitable to take on the role, we may share relevant and proportionate information about criminal offences where it is deemed that while you are not considered unsuitable to take on the role, if it is considered necessary for safeguarding purposes.
When we retain information about you, even after you are no longer taking part in gymnastics activity, this is often because we are required to do so by law such as records we are required to keep for business and accounting purposes. Sometimes we are also legally obliged to share information about you with third parties.
When you ask us to provide you a service, such as gymnastics / trampoline / double mini trampoline classes, competitions, trips or other activities, or you buy a product from us, we usually need to use information about you to provide this product or service, for example:
· To contact you to confirm arrangements;
· To notify you about changes to terms and conditions;
· To tell you when it is time to renew membership or re-register for activities
· To process payments or send you receipts required.
· To provide you with the services to which you have subscribed.
We do so because it is necessary for the performance of a contract.
Recipient/s of data
The Club will process your personal data and/or sensitive personal data with the following recipients:
London & Zurich
FMS (Hereford) Limited
Disclosure and Barring Service (DBS)
For Enhanced DBS checks that have been registered with the DBS Update Service, the information will be provided online to the DBS for an instant check to see if this DBS is registered and remains current.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Why we share information about you
We have a legitimate interest in sharing your personal information with British Gymnastics to ensure the sport is safe and well-governed and where relevant to access support and advice.
We may also be required to share your personal information in the following reasons:
- Complying with legal and/or regulatory responsibilities
We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO). We may also share information with other organisations to safeguard children. Any information that is shared will be strictly limited to what is required to ensure children are protected from harm and will be carried out in accordance with the law and relevant government guidance.
- NHS Test and Trace
- Obtaining legal or professional advice
- Obtaining a service from a third party
All service providers are contractually required to ensure your information is secure and cannot use this information for their own purposes. Where we are required to share information with them to provide the service, we only disclose information that is strictly necessary to deliver the service.
Except for the above, will only share your information with any other third parties with your prior agreement.
You have important rights under data protection law. In summary these include:
- To be informed about how your information is processed (set out above)
- To access any personal data held about you
You have the right to access the personal information we hold about you. You can log in to ‘My Account’ at any time to view/amend/delete the information we hold about you that has been collected by the British Gymnastics system. You can also request a copy of any other information we hold by writing to us using the contact details below.
- To have your data rectified if it is inaccurate
If you think that any of the information we hold is inaccurate, you can ask that corrections are made. We will either make the requested amendments or provide an explanation as to why we are not making changes
- To have your data deleted (except if there is a valid lawful reason to retain it)
If you cease to have a relationship with the club, we will delete any information you provided within two years except for any financial/accounting records which need to be retained for six years in line with UK tax law. Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event.
Video footage that has only been taken for coaching purposes will be retained only for as long as it is required for that purpose.
Photographs and other video footage captured for promotional purposes will be retained for up to 4 years. After this time, they will be deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your data after the retention period has lapsed.
You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.
- To have your information restricted or blocked from processing
If you object to processing, we will restrict the processing of your information for the purpose to which you are objecting whilst we review your objection.
If you wish to move to another club, you can transfer your information to another club registration by logging into ‘My Account’ on the British Gymnastics system. Alternatively, if you wish to leave the club, the information you provided on behalf of our club will be archived on the British Gymnastics system for 60 days and will be deleted after this has lapsed. During this period, you can transfer your information to another club.
- To object to:
Any processing based on legitimate interests
The right to object is specific to the data subject’s particular situation. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your individual interests, rights and freedoms or we need to continue to process your information in connection with a legal claim.
To exercise any of your rights or if you have any questions about our privacy notice please contact:
Samantha Price, Club Secretary at firstname.lastname@example.org
While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was published in January 2018 and last updated on 13th August 2021.