Privacy Policy
Anti-Gravity Trampolining Club 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;
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
Anti-Gravity Trampolining Club is a membership organisation. Our members are trampolinists/gymnasts or the parents (if the trampolinist/gymnast is a child). We provide the opportunity for our members and non-members to participate in our activities, which include recreational classes, holiday clubs, competitions, squads and other similar trampolining and gymnastic activities.
Information we collect about you
The categories of personal information we process includes:
Names, ages and address of participants
The participant’s emergency contact’s details
Trampolinist/gymnast’s date of birth
Any relevant medical conditions and/or disabilities and additional related information
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 are for each purpose.
Contractual purposes
When you ask us to provide you a service, such as club membership, trampolining 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 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 trampolining activities and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in trampolining activities 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 trampolining activity may be unsafe prior to participation.
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 to ensure your safety.
When we retain information about you, even after you are no longer taking part in trampolining and 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 is 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, this information will used incase of emergencies only.
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.
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) 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, we may need to provide your information to the organiser to enable you to take part in the competition or event that they are organising.
Filming for coaching purposes
On occasion, we may film gymnasts e.g. during a trampoline/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 for media use, to promote the club or share class/individual achievements on social media or the website.
We may take photos or videos to promote the club on our website, club social media account and in communications. We publish images on our website, social media account and in communications.
Running and monitoring our club website and social media
We do not use any tracking or analytics on our website.
Consent
We rely on consent in the following circumstances:
To use your email or telephone numbers for marketing purposes
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 club events to promote the club on our website, club social media account and in communications.
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 your age, interests and experience. We will send you this information by email (subject to your communication preferences).
You can ask us to stop sending you this information at any point.
Why we share information about you
We may 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, we will only share your information with any other third parties with your prior agreement.
Transfers of data out of the EEA
We may transfer your personal information to countries which are located outside the European Economic Area (EEA) for the following purposes:
To United States in order to provide an e-marketing service. This service is provided by Mailchimp who are certified as adhering to the EU-US Privacy Shield. For more information, please see MailChimps Privacy Policy
We will not transfer your information to any other country or organisation 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 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 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 do not renew your membership or cease to have a relationship with the club, we will delete any information you provided within two years 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 4 years. 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:
Emily Everitt, Club Manager at emily@ag-tc.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.