North Walsham Gymnastics Club
Privacy Notice – Members and Volunteers
This privacy notice provides information about how your personal data will be used by North Walsham gymnastics Club.
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When we collect, use, share, retain or do anything else with your personal information (known collectively as ‘processing’) we are regulated under the UK General Data Protection Regulation (GDPR) and are responsible as ‘controller’ of your personal data.
This notice applies to you if you are:
About us
North Walsham Gymnastics Club is a ‘not for profit’ organisation. Our members are gymnasts or the parents (if the gymnast is a child). We provide the opportunity for our members to participate in our activities, which include recreational classes, training, camps, competitions, squads and other similar gymnastics activities.
We register with British Gymnastics who govern the sport, provides membership benefits for clubs and individual members and offers competitions and events. It is a condition of British Gymnastics club registration that all our club members are registered as individual members of British Gymnastics.
North Walsham Gymnastics Club and British Gymnastics are Joint Controllers for the personal data shared for British Gymnastics Membership purposes.
You can find full details about how British Gymnastics collects and uses your personal data in the British Gymnastics privacy notices, which you can find at www.british-gymnastics.org/safesport/privacy-notices
North Walsham Gymnastics Club also affiliates to the ‘East Region’ who run competitions and events in which we may participate.
Information we collect about you
The categories of personal data we process includes:
If you are a competitive gymnast, we record other information about you to support your training and participation in competition such as:
If you attend an event or trip with the club, we will also collect the following information where relevant:
Our purposes for processing information about you
We use the information we hold about you for a variety of purposes which are outlined below. Data protection law requires us to tell you what our legal reason is for each purpose.
Contractual purposes
When you ask us to provide you a service, such as club membership or registration, gymnastics classes, competitions, trips or other activities, or you buy a product from us we usually need to use information about you to provide the product or service, for example:
We do so because it is necessary for the performance of a contract.
Legal obligations
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 a selected for a role at the club, we will usually obtain a reference from any appropriate organisations 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 you or your child’s needs. We will keep a record of any steps we taken 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. More information it provided below.
Legitimate interests
We rely on legitimate interests for the following purposes:
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 an emergency contact which we will only use in exceptional circumstances if we are unable to contact your primary contact e.g. a parent.
Maintaining attendance registers 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.
As a British Gymnastics registered club, all our members require membership with our governing body, of which insurance is a benefit. It also enables British Gymnastics to safeguard the sport and allows members to access support and advice and participate in courses, competitions and events run by British Gymnastics and its affiliated organisations.
Monitoring progress, performance and undertaking fitness assessments
We track and monitor gymnast’s progress and if they are a competitive gymnast, their performance in training, trials and competition and undertake regular assessments. We may require additional information about lifestyle and education 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.
Filming for coaching purposes
On occasion, we may film gymnasts e.g. during a gymnastics session for coaching purposes. Videos taken at training sessions for individual coaching purposes will not be used for any other purpose without prior consent.
Photography and filming to promote the club
At our club events such as club competitions and club display’s, we take photos to promote club activities and may film the event to create video content. We publish images on our website, social media account and in our communications. Any images of children will be published in line with the British Gymnastics safeguarding policy.
Let us know if you do not wish to be filmed or photographed or do not want your image to be published. While we can usually take steps to prevent you from being photographed or filmed at small club events, please bear in mind that at our large public events, it may be difficult to avoid capturing you in footage. However, we always review all photographs prior to publication, and we will ensure any images of you are deleted.
If we are filming or taking photos for any other purpose, we will ask for your consent.
Running and monitoring our club website and social media
We do not use any tracking or analytics on our website. Your IP address will be logged by our webserver, but we would not be able to identify you from this information alone.
Consent
We rely on consent in the following circumstances:
To use your email or telephone numbers for marketing purposes
We will send you our newsletter and other information about our activities, services and products that we think might be of interest to you based on your age, interests and experience. We will send you this information to by email or group Whatsapp.
To take photographs and video at a small club event or training for publication.
With your consent, we may also take photos during training or at club events to promote the club on our website, club social media account and in communications. All film and photos of children will be published in line with our safeguarding policy.
To claim gift aid
As a registered charity we are eligible to claim gift aid on any donations from donors who pay tax in the UK with your agreement.
You have the right to withdraw consent at any time, which you may do by contacting us.
Special categories of personal data
Special categories of personal data are a category of information that is more sensitive and requires greater protection. Some of the information we process falls into this category (e.g. health/medical data or any information you provide to us about a disability or your religion, race or gender identity). It is unlawful for organisations to process this type of information unless an additional legal condition applies. We will only process this type of information if one of the following applies:
Why we share information about you
We share information about you with the following recipients (or categories of recipients) for the following reasons:
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.
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 necessary to deliver the service.
How long we keep your personal data
We will not keep your personal data for longer than we need it for the purpose for which it is used. Different retention periods apply for different types of personal data.
Video footage that has only been taken for coaching purposes will be retained only for as long as it is required for that purpose and in most cases, will be deleted within 1 month.
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.
CCTV footage provided by Drury’s (Landlord) in the carpark will be deleted within one month unless it is required to prevent or detect a crime.
Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event.
If you do not renew your membership or cease to have a relationship with the club, we will usually delete any information you provided within two years. We will retain any financial/accounting records for seven years. Some records, such as incident reports are retained for longer periods in line with claims limitation periods.
Following the end of the of the relevant retention period, we will delete or anonymise your personal data.
Transfers of data out of the UK
We will not transfer or store your personal data outside the UK.
Individual rights
You have important rights under data protection law. In summary these include:
To exercise any of your rights or if you have any questions about our privacy notice please contact:
North Walsham Gymnastics Club
4 Cornish Way Business Park, Lyngate Industrial Estate, North Walsham NR28 0FE
admin@northwalshamgymnasticsclub.co.uk
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 on 20/11/2025. We may change this privacy notice from time to time, when we do, it will be updated on our website.
