Gymfinity Gymnastics – Data Protection Policy
1. Policy Statement
Gymfinity Gymnastics is committed to protecting the personal information of our gymnasts, parents/carers, staff, and volunteers.
We will ensure that all personal data is:
Collected and used fairly, lawfully, and transparently.
Kept secure and accurate.
Only used for the purposes it was collected.
Not kept longer than necessary.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Data We Collect
We may collect and process the following information:
Gymnast information: name, date of birth, gender, medical needs, emergency contacts.
Parent/carer information: names, addresses, phone numbers, email addresses.
Club records: attendance, progress, competition results, accident/incident reports.
Staff/volunteer information: qualifications, safeguarding checks (DBS), training records.
Financial information: payment records, bank details (if required for fees).
3. Why We Collect Data
We collect personal data to:
Provide safe and effective coaching and training.
Meet safeguarding and welfare responsibilities.
Communicate with parents and members about training, competitions, and events.
Manage club membership, fees, and administration.
Comply with legal and insurance requirements.
4. Data Protection Principles
We will ensure personal data is:
Lawful, fair, and transparent – we explain what data is collected and why.
Limited to what is necessary – only information needed to run the club is collected.
Accurate and up to date – records will be reviewed and corrected when needed.
Secure – stored safely in locked files or password-protected systems.
Not kept longer than necessary – data will be deleted or securely destroyed when no longer required.
Shared appropriately – only with consent or where legally required.
5. Sharing Information
We may share personal data with:
British Gymnastics (for membership, competitions, insurance, safeguarding).
Medical professionals (if emergency treatment is needed).
Statutory agencies (if required for safeguarding or legal reasons).
We will not sell or pass data to third parties for marketing.
6. Consent
Parents/carers will be asked for consent to use images or videos of gymnasts for coaching, publicity, or social media.
Consent can be withdrawn at any time.
7. Data Storage & Security
Paper records are kept in locked storage.
Digital records are stored on secure, password-protected systems.
Only authorised staff and volunteers have access to data.
Data breaches will be reported in line with ICO (Information Commissioner’s Office) guidance.
8. Rights of Members
Parents/carers and gymnasts (when appropriate) have the right to:
Access the personal data we hold about them.
Request corrections to inaccurate data.
Request deletion of data (where legally possible).
Restrict or object to how their data is processed.
Request data portability (to transfer to another club or organisation).
Requests should be made in writing to the Club Data Protection Lead.
9. Retention of Data
Membership and medical records: kept for the duration of membership + 3 years.
Accident/incident reports: kept for 3 years (or until the gymnast is 21 if a child).
Financial records: kept for 6 years in line with HMRC requirements.
Safeguarding records: kept as required by British Gymnastics and statutory guidance.
10. Responsibility
The Club Committee is responsible for ensuring compliance.
The Club Data Protection Lead (often the Welfare Officer or Secretary) oversees day-to-day compliance.
All staff and volunteers handling data must follow this policy.
11. Review
This policy will be reviewed annually, or sooner if legislation or British Gymnastics requirements change.
12. Key Contacts
Club Data Protection Lead: [Insert Name & Contact]
Club Welfare Officer: [Insert Name & Contact]
Information Commissioner’s Office (ICO): ico.org.uk / 0303 123 1113