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 michelle@northwoodgymnastics.co.uk

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)’

https://loveadmin.com/privacy-policy/

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.

https://gocardless.com/legal/gdpr/

https://www.paypal.com/uk/webapps/mpp/paypal-and-your-data

https://www.londonandzurich.co.uk/about/security/

Please note - that as a back up for if the internet fails at the club - registers are printed/handwritten at the club - These are kept locked in the office, when not in use.  Only children's first names are printed/written. (if there are two of the same name - the initial of surname is printed). Registers are shredded at the club at the end of term. Where needed - dates of births are added if children have same christian and surname.

Names are written on badge slips. These are entered online. These are kept securely at the club .

The following information is exported from loveadmin and kept securely on our googledrive account - this is only printed and used by coaches at the club..

- Development, Advance and Squad names and Dates of birth for paperwork required for competitions.

At Invite trials - coaches will enter gymnasts names on score sheets - these are entered online and shredded after the event.

Medical Forms

The initial stage is the customer will share medical information when they register with us online- via loveadmin

If required the customer is emailed a form to complete, if they share that a child has any of the  conditions below.

This form is kept at the club in a secure folder - only accessible to lead coaches.

It is the responsibility of the Lead Coach to ensure that appropriate actions are in place for a child with medical needs in their group.

Medical issues are recorded on the register - as a note next to name - Medical Condition (severe conditions will have Medical Condition - R)

When a child with a medical condition, which could affect them when attending gymnastics attends a session. The gymnast will be given a discrete wrist sweatband to alert the coaches that there is a medical condition. Lead coaches will refer to the register notes to inform them about the medical needs of a child in their session.

If a coach has to action a medical condition/s - the incident is recorded in the medical book and the parent is informed by the lead coach.

We will use the medical forms to help us deal with every child's individual need dependent on their learning difficult or condition. Forms are emailed - if a child is identified with one of the following conditions when they register.
ADHD 
AUTISM
ALLERGIES 
ASPERGERS
ASTHMA
CEREBAL PALSY
DIABETES
DOWN'S SYNDROME
EPILEPSY/SEIZURES
HAEMOPHILLA B
HEART CONDITIONS
PHYSICAL IMPAIRMENTS

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.

Information is also regularly updated for all members and non-members on our website www.northwoodgymnastics.co.uk

Holiday club paperwork

Medical forms which are completed by parents, are locked away securely. They are shredded at the end of holiday club. Please note - that as a back up for if the internet fails at the club - registers are printed/handwritten at the club - These are kept locked in the office. Only children's first names are printed. (if there are two of the same name - the initial of surname is printed). Registers are shredded at the club at the end of term.

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.

office@northwoodgymnastics.co.uk

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 - michelle@northwoodgymnastics.co.uk