GDPR & Privacy Policy

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Your privacy is extremely important to Peacock Gymnastics and we are fully committed to providing you with clear and transparent information about how we use your personal data. We value the trust you give us when sharing your personal information. We will ensure robust measures are in place to keep your information secure and will only use it for the purposes outlined in this notice.
 

You can contact our Data Protection Officer (DPO) at flipping@peacockgymnastics.com or at Peacock Gymnastics, The Fire Service College, London Road, Moreton-in-Marsh, GL56 0RH if you have any questions.  
 

This notice provides privacy information about how we will use your personal data when it is provided as part of a relationship we have with you represent e.g. as a client, employee, etc.  

When you register with ourselves and as a Peacock Gymnastics member or renew your membership (or you register or renew on behalf of a child under the age of 16 or on behalf of an adult who does not have the capacity to manage their own personal data), we need to collect information about you. Some of this information is essential for us in order to provide your membership but it is your choice whether you provide all the information we have requested. If you don’t provide this information, it may affect our ability to provide all the membership benefits to you.

• Your name (and the name of the      member if they are under 16 or adult who does not have the capacity to      manage their own data) and preferred title.
• Date of birth and gender.
• Contact details (telephone, email      and postal address).
• Details of any assistance      accessed to complete registration independently.
• Confirmation that a member over      18 does not have the mental capacity to complete the membership process.
• Role(s) you undertake in the      sport e.g. parent, gymnast, coach, judge, club manager and welfare      officer.
• The nature of your participation      in the sport. This includes the number of hours and days you spend      participating in the sport and the type of gymnastics in which you/your      child participate/s.
• Your equality profile (or the      member’s profile if you are registering on someone else’s behalf). This      includes sex, gender identity, disability, ethnicity/race, religion/belief      (only for members who complete their own membership).
• IP address and other electronic      identifiers.
       Your account is web-based so when you log in, the system keeps a record of      your Internet Protocol (IP) address (a unique set of numbers that      identifies one or more devices on a computer network), browser identifier      and the time of access.
  
       We may also collect the following other information about you. Most of      this information will come directly from you. 
• Payment and transactional      information (if you are paying for your own membership). We do not store      any credit/debit card details as your payments are actually made by either      GoCardless or Paypal. Should you require precise information on what data      they hold we recommend you enquire directly from the respective company.
• Records of communications from,      to or relating to you.
• Accident or incident reports.
• Details of gymnastics qualifications/awards      you hold and training you have completed.

As a member of Peacock Gymnastics, you can access other activities and services. If you enter a Peacock Gymnastics or competition we may need to collect the following information about you:

• Disability classification (if you      are competing in a disability event).
• Photographs and video footage and      results.

Some of the activities we provide require us to process additional information about you including:

• Prior knowledge, skills and      experience and expectations.
• Emergency contact details.
• Medical, health and disabilities      information.
• Specific support needs.
• Clothing sizes.
• Social media messaging service      contact details.
• Your feedback/evaluation of an      activity.

If you are supporting us to provide any of our gymnastics activities, we may also collect:

• Additional information about your      knowledge, skills and experience.
• Role preferences and      availability.

In some cases, we will be unable to provide our services unless you provide the requested information but we will tell you at the point of collection if any of the information we are requesting is optional.

When you register as a Peacock Gymnastics member or ask us to provide another service such as a coaching or any other learning activity such as a holiday or talent camp or student enrichment programme or you enter a competition or non-competitive event, we need to process your information because it is necessary to provide the service. This includes:

• Confirming that you have signed      up for the service and to inform you of arrangements relating to that      service;
• Confirming that you comply with      any registration/entry requirements and terms and conditions, including      notifying you of any specific changes;
• Where relevant, telling you when      it is time to renew or re-register;
• Informing you of results where      relevant;
• Processing payments or sending      you receipts as required.

Medical information and disabilities

For certain events or activities, we ask you to provide information about any relevant disabilities and medical conditions. We have a legal obligation under the Equality Act 2010 to make any reasonable adjustment for individuals with disabilities who need this to be able to access the requested service. We also have a duty of care to ensure it is safe for you or your child to take part in our activities and to keep you/them safe while participating or in an emergency. With your explicit consent, we will review any information you provide and if required we will contact you for further information to enable us to understand how to meet your needs and to complete any required risk assessments. In most cases, we will only retain this information for six months after the event, unless there is another lawful reason why we need to continue to hold this information e.g. for insurance or other claims purposes.

We process personal information about you where we have a legitimate interest to do so. In some cases, this may require us to collect additional information from you or from other sources. The purposes include:

· Disclosing your information to British Gymnastics once registered with Peacock Gymnastics 

· Responding to your questions, requests and support needs you raise in person or by telephone, email or letter or via our website including our online chat service 

· Monitoring the effectiveness of our communications and IT systems 

· Understanding member needs and monitoring the nature and level of participation 

· Statistical monitoring of the equality profile of our membership to assess whether our services are accessible and to measure the impact of interventions to promote inclusion 

· Sending you information that we think will be of interest to you, including from our affiliated and partner organisations 

· Seeking feedback from you about our services 

· Understanding what other gymnastics activities or products are of interest to our members 

· Recognising the contribution of Peacock Gymnastics members 

· Inviting you to Peacock Gymnastics meetings or to activities or events 

· To respond to complaints, concerns or allegations about anyone involved in the delivery of gymnastics activity 

You have the right to object to any of the processing we undertake based on legitimate interests based on your own individual circumstances. 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. If you wish to object to any of the processing activities we undertake based on legitimate interests, you can contact our Data Protection Officer (DPO). Please bear in mind that in some cases, if you object this may affect our ability to carry out the tasks above for your benefit.

When you register with us you consent for us to use your email address to send you the latest news and information about gymnastics that we believe may be of interest to you. 

It is our legitimate interest to ensure that we only send you information that we believe will be of interest to you. By looking at the relevant personal information you have provided, we can identify news, offers and services that are most likely to be most relevant and will meet your needs as a member.

These communications will include relevant newsletters and magazines, information about opportunities, products, services and events and relevant information from our affiliated and partner organisations.

If you agree to marketing, and later change your mind, you can opt out at any point, by amending your settings in ‘my account’. Please note that you may still receive communications for a short period after changing your preferences but this will stop as soon as our systems are updated.

We may need to process information about you to comply with a legal or statutory obligation. This includes but is not limited to:

• Accounting, auditing, compliance      and administration practices.
• To maintain records of amendments      to consents and to create suppression lists to ensure people who object to      processing are excluded from the relevant processing activity.

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 and some equality profile data). 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:

• We have your explicit consent or      you have made the information public;
• 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.
• 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; or
• There is a substantial public      interest in doing so.

We may need to share limited personal information with the following organisations:

· Statutory/regulatory authorities and other organisations

· Professional and legal advisors

· External service providers who are contracted to provide specific services on our behalf such as GoCardless or Paypal.

We will retain your personal data only as necessary to provide the services to which you have subscribed or where we have another legitimate and lawful reason to do so. At your request or if you do not renew your membership within two years we will delete any information that we no longer have a reason to retain, unless you ask us not to.

We retain some information to comply with our legal obligations such as financial/accounting records which need to be retained for six years in line with UK tax law.

We need to retain sufficient information about you in the event of an insurance claim in the future so that we can identify you and confirm that you held membership for the relevant period. We may need to retain other information to comply with legal or statutory requirements, some of which are highlighted in this notice. In addition, we may also need to retain information relating to your conduct as part of our regulatory responsibilities, the times of which will vary dependent on the nature of the concern and whether this is any potential risk to others associated with these concerns.

As the reason for retaining certain types of information varies, the retention periods can vary significantly. Please contact our Data Protection Officer (DPO) if you require any further information on specific retention periods.

We transfer your personal information to third-party data processors who are based in the countries outside the European Economic Area (EEA).

We use some US-based companies that provide services such as web hosting, data analytics and marketing communication. 

We will not transfer your information to any processors based in other countries outside the EEA unless there is a European Commission adequacy decision for the specific country to which the data is transferred or where we can be certain that there are adequate safeguards provided for your information and individual rights standards that meet the GDPR requirements.

Please contact our Data Protection Officer (DPO) if you require any further information relating to international transfers.

You have important rights under data protection law. In summary these include:

• To be informed about how your      information is processed
       We hope that the information in our privacy notice has achieved this but      please contact our DPO if there is any additional information you require.
• To access any personal data held      about you
       You have the right to see the personal information we hold about you. This      is called a Data Subject Access Request (DSAR/SAR). You can log in to your      account at any time to view the information we hold about you on your      membership account.
  
       You can also request a copy of any other personal information that we hold      by writing to our DPO.
       If we do hold information about you, we will:
       - Describe the information we hold and tell you why we are holding it;
       - Tell you who it could be shared with; and
       - Provide you with a copy of the requested information in an easy to      understand format.
  
       Alternatively, if your request is straight forward, we will try to deal      with your request informally, for example by providing you with the      specific information you need over the telephone where appropriate. 
• To have your data rectified if it      is inaccurate
       If we do hold information about you, you can ask us to correct or amend      any inaccurate or incomplete information by contacting us in writing at      the address below. 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)
       You can also log in at any point to amend or delete some of the      information held in your membership account that has changed or is no      longer accurate.
  
       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.
  
       Where 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. You may do so by contacting us using the contact details      below or in the case of marketing, by amending your preferences in your      member account. Your withdrawal of consent will not affect any use of the      data that was made before you withdrew your consent.
• 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 portability
       This means where the information you have provided is moved or transferred      to an alternative provider. If you leave our club, the information you      provided on behalf of the club will be archived on the Peacock Gymnastics      system for 60 days and will be deleted after this has lapsed. 
• To object to: 
  • Any processing       based on legitimate interests 
  • Any automated       decision making including profiling (which we only undertake for       marketing activities).
  • Your personal       information being used for direct marketing activities
          If you object to any direct marketing we undertake, including any       profiling we undertake related to this activity (where we decide that a       communication would be of interest based on your membership profile) we       will no longer use your information for these purposes.

To exercise any of these rights or if you have any questions about our membership privacy notice please contact our Data Protection Officer (DPO) on the contact details provided below.

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.

We keep our privacy notices under regular review. This notice was last updated on 12th September 2018.

We hope that you have found this information helpful but if you have any questions or concerns, please contact our Data Protection Officer (DPO) who will be pleased to help you.

Data Protection Officer

Peacock Gymnastics Academy Ltd, The Fire Service College

London Road, Moreton-in-Marsh, GLOS. GL56 0RH

flipping@peacockgymnastics.com