Privacy Notice
At Ripon City Gymnastics Academy, we take your privacy and your personal data very seriously. We know how important it is to you that we treat any personal information that we might gather from you with the utmost care.
The law is very clear about what we need to do in this regard and we are fully committed to complying with our legal obligations.
We always do our best to protect your data because we genuinely value the trust that you put in us as an organisation and we believe ensuring we look after the information you give us is part of continuing that trusted relationship.
In relation to GDPR, we use your consent as the lawful basis for processing your data and we rely on legitimate interest where we have existing and ongoing relationships with gymnasts and families. For staff, we use contracting as the lawful basis for processing personal information.
Who we are
We are Ripon Gymnastics Academy, established in 2016, and we provide gymnastics coaching to all ages within the local community. We are located in Ripon, Boroughbridge and Knaresborough.
Get in touch
Should you need to contact us with regards to how we handle your data then please get in touch with our Data Protection Officer (DPO). Just drop an email with the details of your request at admin@ripongymnasticsacademy.co.uk.
Personal data – what’s that?
By personal data, we mean any information that could be used to identify you. At its simplest this could be just your name and address; or, it could include your telephone number, email address, a picture or recording of you. Some of the data we need to gather includes information about health and well-being so we can keep your children safe while they are in our care.
Where we get your personal data from
We only ever get your personal information from you and you provide this on a registration form. We don’t buy lists or take data from third parties unless we have your consent to accept that information.
What we do with your personal data
Children, Young People and Families
We use the data we gather for the main purpose of contacting families / carers in the event of an accident or incident whilst in the gym. We may also use this to contact families to discuss the progression / opportunity of a child. We take our responsibility to safeguard the welfare of children, young people and vulnerable adults very seriously. We are legally obliged to pass on personal information to the relevant authority if we thought a child, young person or vulnerable adult was at risk. When you become a member this will all be covered in the process of giving your consent for us to hold and process your personal information.
Staff and Volunteers
We use the information that staff provide us to ensure that we can meet our legal obligations as an employer and for administrative purposes. For volunteers, we use personal data for administrative purposes. In both cases, we also use personal data to ensure we comply with safeguarding legislation and our obligations there. This includes ensuring our vetting and barring checks are done in accordance with DBS legislation and best practice. In some instances, we need to record personal data to meet our legal obligations (for example we need to record financial transactions to comply with UK tax laws).
How long we keep your data for
We would never seek to keep your data for longer than you would think reasonable. In our GDPR and Data Protection Policy we set out a retention schedule that indicates how long we hold personal information and when it is deleted or archived.
If you would like to know how long we keep data for then please do contact us using the contact information at the top of this privacy notice.
Who can see your information?
We take data security very seriously. All personal data is only accessed and processed by a restricted number of staff and will only be shared outside our organisation if absolutely necessary e.g with British Gymnastics Welfare Officers or law enforcement agencies / statutory agencies if required.
GDPR – A Summary of Your Rights
The Information Commissioner’s Office (ICO) has produced a summary of your rights in relation to data protection and the General Data Protection Regulation (GDPR).
If you have a concern about how we have handled or processed your data, or are unsatisfied with our response to a complaint you have raised with us then please contact the ICO – https://ico.org.uk/make-a-complaint/
This privacy notice was last updated in September 2023 in line with the compliance deadline for GDPR. It is reviewed regularly.