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In compliance with General Data Protection Regulation (GDPR), we are setting out and publishing our Privacy Notice for ICENI Gymnastics Club as follows:

  1. Who are we? ICENI Gymnastics Club, is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes. The main record keepers are the Head Coach and the Treasurer. We are a not-for-profit, committee run club.
  2. Your personal data – what is it? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).

The personal data we hold on you is: Your membership details, name, date of birth, address, postcode, contact phone numbers, email address and allergies.

  1. How do we process your personal data? ICENI Gymnastics Club complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access or disclosure and by ensuring that appropriate measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To administer membership records;
  • To manage our gymnasts, coaches, committee members and other volunteers;
  • To maintain our own accounts and records;
  • To inform you of fees, membership/insurance, news, events;
  • To contact you in case of an emergency.
  1. What is the legal basis for processing your personal data?
  • Explicit consent to use the data so that we can keep you informed about fees, membership/insurance, news and events.
  • Processing is necessary for registration for those girls who take part in competitions;
  • There is no disclosure to any third party without consent.
  1. Sharing your personal data Your personal data will be treated as strictly confidential within ICENI Gymnastics club, and it is only used as required for registration purposes outside the club, with British, County and Regional Gymnastics Organisations or for those entering competitions.
  2. How long do we keep your personal data? Data will be reviewed regularly to remove personal details no longer required. Membership data kept on file for official registration purposes will be destroyed once that year end accounts have been signed off. Personal data registration forms will be destroyed following notification of leaving the club, once any outstanding payments are settled. If you tell us that you no longer wish us to hold your data, it will be removed as soon as possible. The club waiting list is for those who are wishing to join, if no place has been offered after 24 months they will be contacted to confirm if they wish to remain on the list or will be removed if they cannot be contacted after this point.
  3. Your rights and your personal data Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data held by ICENI Gymnastics club:
  • You have the right to know how we collect and use your data;
  • You have the right to tell us to delete your data, and we will then remove your details from our records;
  • You have the right to ask us not to use your data for the purpose for which they were originally provided, even though we continue to hold your personal details;
  • You have the right to know what data we hold about you and how it is used. You can ask for this at any time, and we will provide the details to you within the statutory period;
  • You have the right to correct or change any information we hold about you. Any change can be copied to you for your records, should you so request it.
  • No child under 14 years old can give their consent to hold their data. Only their parent or guardian can do this.
  • Any request to us in connection with your data should be sent to the data controller.
  • Consent can be removed at any time.
  1. Further processing If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
  2. Contact Details To exercise all relevant rights, queries or complaints please in the first instance contact: Annette Bateson (Head Coach) Iceni Gymnastics Club, Unit B, Moss Road, Peartree Leisure Park, Stanway, Colchester CO3 0LE

May 2018