Privacy Policy
Spectrum Gymnastics Academy Privacy Notice – Members
and Volunteers
Spectrum Gymnastics Academy is the data controller and is committed to complying with our
legal responsibilities under data protection law. We take your privacy seriously and will
ensure your personal information is kept secure.
When we collect, use, share, retain or do anything else with your personal information
(known collectively as ‘processing’) we are regulated under the General Data Protection
Regulation (GDPR) and are responsible as ‘controller’ of your information.
This notice applies to you if you are:
• An existing or prospective member of our club.
• A person with parental responsibility for a member.
• An existing or prospective club volunteer or official.
We have a separate notice which provides privacy information relating to employees.
It is important that you read this carefully as it contains key information about how we use
your personal data and your associated rights.
About us
Spectrum Gymnastics Academy is a Limited Company. Our members are gymnast or the
parents (if the gymnast is a child). We provide the opportunity for our members/people to
participate in our activities, which include recreational classes, training, camps, competitions,
squads and other similar gymnastics activities.
We register with British Gymnastics who governs the sport, provides insurance for clubs and
individual members and offers competitions and events. It is a condition of British
Gymnastics and our club registration that all our members are also registered as individual
members of British Gymnastics.
We also affiliate to Kent and the South East who run competitions and events in which we
may participate.
Information we collect about you
The categories of personal information we process includes:
• Contact details* (gymnast or parent and emergency contacts)
• Gymnast date of birth*
• Gymnast gender
• Any relevant medical conditions and/or disabilities and additional related information*
• Other relevant individual needs for example, information about learning, religious or
other support needs.
• Any individual risk assessments (gymnasts and others if applicable)
• Details of any reasonable adjustments or steps taken to support your individual
needs
• British Gymnastics membership details (which are confirmed by British Gymnastics
when you join or renew)
• Gymnast attendance and achievement records*
• Any communications from, to or relating to you*
• Details relating to standards of conduct
• Any accident or incident reports including details of injuries
• IP address, browser identifier and the time of access (if you use our website)
• Bank details (If you are making regular payments to us or we are making payments
to you e.g. for volunteer expenses)
• Experience, qualifications, training and confirmation that you have completed a
criminal record check (prospective or existing volunteers).
• The information marked with an * above is essential for us to provide your
membership. It is your choice whether you provide all the information we have
requested but not providing information may affect our ability to meet you or your
child’s needs and to protect their well-being.
• Other
If you are a competitive gymnast, we record other information about you to support your
training and participation in competition such as:
• Training and technical information
• Lifestyle information
• Nationality (if you are competing at international level)
• Other
If you attend an event or trip with the club, we will also collect the following information
where relevant:
• Dietary requirements and any other relevant information that we need to know to
ensure your needs are met; and
• Passport information if the trip is abroad.
• Other
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 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 benefits and services to which you have subscribed.
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 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 need to 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:
• 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 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, 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.
We also have a Rosette award scheme and records are keep on individuals on which
level they are on.
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 BAGA 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, home country NGB, Regional and County Gymnastics
Association 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
If we were to 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 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.
• 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 at large club events to promote the club
We may take photos at club events to promote the club on our website, club social
media account and in communications. Events such as our annual club competitions
and club displays we may film the event and create a film. Any images of children
will be published in line with 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 web server but we would not be able to identify you from this information alone.
We have carried out a legitimate interest assessment (LIA) to ensure that the above
processing is necessary and is carried out in a way that ensures a balance between the
club’s interests and your individual interests, rights and freedoms with appropriate
safeguards, especially to protect the interest of data subjects who are children. We can
provide details of these assessments on request.
You have a right to object to the use of your information for any purposes we undertake
based on legitimate interests. Further information is provided in the section below on
individual rights.
Consent
We rely on consent in the following circumstances:
• 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 small/large 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.
When you have given us your consent for your personal information to be used for a
particular purpose, you have the right to withdraw this consent at any time, which you may
do by contacting us using the contact details below. If you provided (any) consent(s) for a
specific purpose as part of the information you provided on our behalf through the British
Gymnastics membership platform, this (these) consents can be withdrawn at any time by
logging into your British Gymnastics account. Your withdrawal of consent will not affect any
use of the data that was made before you withdrew your consent.
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:
• You have given your explicit consent or have made this information public;
• We are required to do so to establish, exercise or defend a legal claim;
• We are required to do so to comply with employment or social security or social
protection law;
• There is a substantial public interest in doing so; or
• It is in your vital interests and you are unable to provide consent e.g. if you are
unconscious or do not have sufficient mental capacity.
Marketing
With your consent, 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 our age,
interests and experience]. We will send you this information by email [SMS or by a private
messaging service] (subject to your communication preferences).
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.
• Insurance
• 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.
Transfers of data out of the EEA
We will not transfer or store your personal data outside the UK or the European Economic
Area (EEA).
Please contact us using the contact details in this notice if you would like further information
about why transfers to the above countries are permitted under GDPR.
Individual rights
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 Pay Subs online at any time to view/amend/delete the information we hold about
you that has been collected. 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 three months 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 5 years old. 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.
• 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.
- Your personal information being used for direct marketing activities
You can object to our direct marketing activities by unsubscribing from the
relevant communication as described above in the marketing section of this
notice.
To exercise any of your rights or if you have any questions about our privacy notice please
contact:
Emma Young - info@spectrumgymnastics.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.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being
accidentally lost, or used or accessed in an unauthorised way. We limit access to your
personal information to those who have a genuine reason to need to know it. Those
processing your information will do so only in an authorised manner and are subject to a
duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We are
registered with the ICO.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was published on
18/05/2018 and last updated on 14/10/2025.
We may change this privacy notice from time to time, when we do we will inform you via
email.