Privacy Notice – Website and Communications
Your privacy is extremely important to us at Velocity Gymnastics Academy and we are fully committed to providing you with clear and transparent information about how we use your personal information. 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.
This notice outlines how we process personal information when you use the Velocity Gymnastics Academy website or send communications to us. The notice also applies to anyone who registers for services through a third-party website or responds via advertisements.
Who we are?
Velocity Gymnastics is a registered company who are governed by British Gymnastics, the central body that governs the sport of gymnastics across the UK. You can contact us directly on email@example.com if you have any questions regarding your data or if you wish your data to be removed.
What information do we collect?
You do not need to give us any information about yourself to view the Velocity Gymnastics website. When you access the website, our webserver logs 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.
If you become a subscriber to register for a course we are running, we will need to collect other information about you, which will vary dependent on what service you are accessing, but may include:
- Date of birth
- Contact information (email, telephone and postal address)
- Payment and transactional information (we do not store any credit/debit card details)
- Your interests and preferences
- Prior knowledge, skills and experience and expectations
- Emergency contact details
- Medical, health and disabilities information
- Specific support needs
- Dietary requirements and allergies
If you communicate with us through our website for another reason, we usually collect:
- Your contact details (as required to provide a response)
- Details of your request, query or concern
- Your membership number where applicable
How do we use personal information?
Velocity will use your information to sign you up to classes/courses, keep you informed of news within the club, provide instructional e-mails (signing up for British Gymnastics) and general communication processes. We will process your e-mail from within our secure invoicing software in order to issue invoices termly. We will hold all personal details through the British Gymnastics Membership Page which is an encrypted site compliant with GDPR legislation (May 2018).
What legal basis do we have for processing your personal data?
We may need to process information about you to comply with applicable laws and protect our legitimate interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative purposes (including disclosure of such information in connection with legal process or litigation).
Except in the ways outlined above, we will not share any information you have provided without your consent, unless there is a legal or other legitimate reason to do so or it is necessary to provide the service you have requested.
Where it is necessary to share your personal information, we will limit the personal data that we share to the minimum required to provide the service and the provider will only be able to use personal data for the specific purposes for which it was shared. If we stop using the service we ensure your data is deleted or securely returned to us.
When do we share personal data?
We may transfer your personal information to third-party data processors who are based in countries outside the European Economic Area (EEA). We use some US-based companies that provide services such as IT, communications and data analytics service such as MailChimp, Google Analytics and Freshworks. We only use US-based organisations that are self-certified as adhering to the EU-US Privacy Shield.
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.
How long do we keep your personal data for?
We will retain your personal data as long as is necessary to provide the services to which you have subscribed, or where we have another legitimate and lawful reason to do so. In addition to the retention periods highlighted in relevant areas of this notice, we may need to retain some information to comply with our legal obligations such as financial/accounting records which need to be retained for six years from the end of the relevant tax year.
Your rights in relation to personal data
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 request a copy of the information we hold about you at any time, or log in to British Gymnastics to see the information we hold on you.
- To have your data rectified if it is inaccurate
If we do hold information about you, you can amend any inaccurate or incomplete information by contacting British Gymnastics.
- To have your data deleted (except if there is a valid lawful reason to retain it)
You have a right to request the deletion of your information in advance of our standard retention periods. We will delete this information unless there is a lawful reason for the information to be retained. If you are a British Gymnastics subscriber, you can also log in to your account at any point to amend or delete some of the information held in your account that has changed or is no longer accurate.
- 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
- To object to any processing based on legitimate interests, automated decision making including profiling and to your personal information being used for direct marketing activities
How to contact us?
We hope that you have found this information helpful but if you have any questions or concerns, please contact us on firstname.lastname@example.org