Privacy Policy

Vale Gymnastics – Privacy Policy

Effective from: 01/09/2025

Club Name: Vale Gymnastics Ltd (“the Club”, “we”, “our”)

Registered Office: Unit 33 Vale Business Park, Llandow, CF717PF

Contact: info@valegymnastics.co.uk

Data Controller: Vale Gymnastics Ltd

1. Purpose of this Policy

This Privacy Policy explains how Vale Gymnastics collects, uses, and protects personal information about you and your child in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

We are committed to protecting your privacy and ensuring that all personal information is handled securely, lawfully, and transparently.

2. Information We Collect

We collect and process personal information necessary to manage your child’s participation in gymnastics safely and effectively. This includes:

Parent/Guardian Information

  • Full name
  • Address
  • Email address
  • Phone number
  • Payment details (processed securely via third-party providers)

Child Information

  • Full name
  • Date of birth
  • Gender
  • Medical conditions or allergies
  • Emergency contact details
  • Welsh Gymnastics membership number (if applicable)
  • Class attendance and progress information

Additional Data

  • Images or videos (for promotional, educational, or safeguarding purposes — with consent)
  • Correspondence (emails, messages, or incident reports)

3. How We Use Your Information

  • We use personal data for the following purposes:
  • To manage club membership and class bookings
  • To ensure the safety and wellbeing of all gymnasts
  • To communicate class updates, cancellations, or events
  • To process payments and maintain accurate accounts
  • To share relevant information with coaches for training or welfare reasons
  • To comply with legal, safeguarding, and insurance requirements
  • With consent, to use images or videos for club promotion or social media

4. Lawful Basis for Processing

Vale Gymnastics processes data under the following lawful bases:

  • Contractual necessity: To provide gymnastics services and manage memberships
  • Legal obligation: To meet safeguarding, health and safety, and insurance requirements
  • Vital interests: To protect children in emergencies
  • Consent: For use of photographs, marketing communications, or optional data
  • Legitimate interest: To operate and improve our services

5. Data Sharing

We only share personal information when necessary, and only with trusted partners, including:

  • Welsh Gymnastics: for insurance and membership compliance
  • Payment providers (e.g. Stripe, GoCardless) for processing fees
  • Coaching staff and welfare officers: for training and safeguarding purposes
  • IT and software providers: who support our registration and communication systems

All partners are required to comply with GDPR and maintain strict confidentiality.

We do not sell, rent, or trade personal data to any third parties.

6. Data Storage and Security

  • All personal data is stored securely using password-protected systems and encrypted databases.
  • Paper records (if any) are kept in locked cabinets and accessed only by authorised staff.
  • We regularly review our data handling procedures to ensure ongoing compliance.
  • Payment details are not stored by Vale Gymnastics; they are managed securely by our third-party payment processor.

7. Data Retention

We retain personal data only as long as necessary:

  • Member records: up to 3 years after a gymnast leaves the club
  • Accident or safeguarding records: up to 10 years (or until the child turns 21)
  • Financial records: 7 years, in line with HMRC requirements

After this period, data is securely deleted or anonymised.

8. Your Rights

You have the following rights regarding your personal data:

  • Access – to request a copy of the information we hold about you
  • Rectification – to correct any inaccurate or incomplete data
  • Erasure – to request deletion of your data (where legally permissible)
  • Restriction – to limit processing in certain circumstances
  • Data portability – to receive your data in a transferable format
  • Objection – to object to processing for marketing or other purposes
  • Withdrawal of consent – where processing is based on your consent (e.g. media use)

Requests can be made in writing to: info@valegymnastics.co.uk

We aim to respond to all data requests within 30 days.

9. Photography and Media Consent

  • Photographs and videos may be taken during classes, events, or competitions for coaching or promotional purposes.
  • Consent is requested during registration and can be withdrawn at any time by emailing the Club.
  • No images will be used if consent has been declined or withdrawn.

10. Communication Preferences

By registering with Vale Gymnastics, you agree to receive essential communications about your child’s participation.

You can opt out of non-essential marketing or promotional messages at any time.

11. Cookies and Website Use

If you visit our website, we may collect limited data through cookies to improve site functionality and user experience.

You can disable cookies through your browser settings if preferred.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

Any significant changes will be communicated via email and posted on our website with the updated effective date.

13. Contact and Complaints

If you have any questions, concerns, or complaints about how your data is handled, please contact:

Data Protection Lead

Vale Gymnastics Ltd

Email: info@valegymnastics.co.uk

Phone: 01446 790657

If you are not satisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk