Privacy Policy
This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.
We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website- www.northwoodgymnastics.co.uk
1. Northwood Gymnastics (NS LLP and STH LLP) and our Data Protection Officer Northwood Gymnastics trades as NSNGC LLP and STHLLP. Each LLP has Partners who make decisions about the running of each separate venue. We are a data controller of your personal data. Northwood Gymnastics which provide your service are named at the start of these terms and conditions. We have a dedicated data protection officer (“DPO”). You can contact the DPO by emailing [email protected]
2. What kinds of personal information about you do we process?
Personal information that we process in connection with all of our services, if relevant, includes details for Gymnasts (aged 4 - 17) and Academy Coaches (the child - aged 13-17)
First Name
Date of Birth
Whether you have British Gymnastics Membership
Badge level (Internal field updated by admin)
Medical conditions
Parent/Guardian Contact Name
Emergency Contact Details
Email address - please see what information will be sent to your email account below
We ask you to approve that you know that you require British Gymnastics Membership
We ask you to approve administering first aid treatment if required
We ask for permission to take photographs or videos
We ask you to opt in to be on our database and receive emails from us
Payments raised
Attendance History
Payment history
Record of all emails we send you with information to show if an email has been delivered, opened, clicked, bounced, gone into spam.
3. What is the source of your personal information?
We collect personal information from the following general sources:
Via an online form via an email link or our website when you join the club, join the waiting list or attend one of our holiday clubs. This form is provided by the online platform ‘LoveAdmin (LoveGymnastics)’
From parents or carers directly at the club. Please note that from the list above we only update the following information in your account.
First Name
Date of Birth
Parent/Guardian Contact Name
Whether you have British Gymnastics Membership
Badge level (Internal field updated by admin)
Internal notes fields on your account for reference for admin team
Email address - please see what information will be sent to your email address below
The following information must be updated yourself by logging into your account, by the account holder (the parent or carer)
Medical conditions
Emergency Contact Details
Approval that you know that you require British Gymnastics Membership
Approval to administer first aid treatment if required
Approval for permission to take photographs or videos
We ask you to opt in to be on our database and receive emails from us
Please note that this information is important and needs to be up to date
We email members every term to ask them to ensure this information is correct.
We regularly ask members if they are receiving emails from us.
4. What do we use your personal data for?
We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:
Term Time
Members are set up in an online register app -Love Gymnastics - attendance register
The register displays the following information at the club
First name
Surname
Age
Whether British Gymnastics Membership paid
Payment status
Attendance History
Current Badge level (internally updated field)
Hidden fields, but accessible to admin person or coach at the club
Medical Conditions
Phone contact number
Custom notes added by a coach or admin team at club
Important Medical Information required to know at the club is exported from the system and on display to coaches only at the club.
Contacting customers with outstanding fees
All online payments are taken via PaySubsOnline, who use third party providers - paypal and gocardless. We do not directly hold your financial details. When you set up automated payments, this is set up via paypal or Gocardless or London and Zurich.
Link to GDPR and London and Zurich
Holiday Club Non-Members
Members & Non-members are set up in an online register app -LoveAdmin/LoveGymnastics - attendance register
The register displays the following information at the club
First name
Surname
Age
Payment status
Current Badge level (internally updated field)
Hidden fields, but accessible to admin person or coach at the club
Medical Conditions
Phone contact number
Custom notes added by a coach or admin team at club
Phone numbers and email accounts are used
For contact with information related to the club only
For direct marketing communications to offer you relevant services provided by the club, eg. holiday club or championship events.
We only send marketing to you by email or letters given out at the club.
We email payments requests for enrolment for members to enrol in their online account.
We DO NOT use social media and digital channels
Information is also regularly updated for all members and non-members on our website www.northwoodgymnastics.co.uk
5. Permission
When you sign up with us to be a member, join our holiday club or join our waiting list, you are signing up to use our services. In order to use our services we need to contact you. We therefore ask you to opt in to receive emails. We only email information directly related only to the club
By entering information online you are giving us permission to view this personal data as listed above.
Since the new GDPR law was introduced, we have added an opt in box to tick on our forms. This will be updated once members login.
Previous Members - who have left the club
We would like to keep you on our database until your child is 18 so that we can invite you to holiday club. We only send emails to invite you to holiday club - When we email you we give the option to unsubcribe from emails, by emailing us to OPT OUT.
Waiting list members
We ask you to create an online account
The only details we require to contact you will be
- Gymnast First name
- Surname
- Gymnast DOB
- We ask you to tick a box in your online registration form opt in to be on our database and receive emails from us
We will only email you regarding a space at Northwood Gymnastics or to invite you to holiday club.
6. When do we share your personal information with other organisations?
We do NOT EVER share any of your data or information with any third party.
The only third party linked to us that is required to collect your data is British Gymnastics. When you sign up for our British Gymnastics Membership you are required to enter your own data via their website. The data you add falls under British Gymnastics privacy and data protection policies.
7. How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.
8. What should you do if your personal information changes?
You should login into your account and update the details.
9. Do you have to provide your personal information to us?
We’re unable to provide you with our services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
10. For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
To keep a record of your payment history incase you have a query or wish to return to our club
To send emails to invite your child to holiday club
All members are deleted from the system when they reach the age of 18 years as they can no longer attend our club
11. What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from 25 May 2018.
The right to be informed about the processing of your personal information
The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
The right to object to processing of your personal information
The right to restrict processing of your personal information
The right to have your personal information erased (the “right to be forgotten”)
The right to request access to your personal information and to obtain information about how we process it
The right to move, copy or transfer your personal information (“data portability”)
Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below.
12. Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us by going to the Contact Us section of our website to exercise these rights.
Contact Us
If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO, you can contact us - [email protected]
ALL Emergency and Risk Assessment Policies are currently being updated and will be available online before the club re-opens
Copyright, all rights reserved 2019
Website designed by Michelle Turner
Northwood Gymnastics
NGSTHLLP
NGCNSLLP
and Partners