Privacy Policy

Selby Swans Gymnastics Academy 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 secureSelby Swans Gymnastics

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 with our legal responsibilities under data

An existing or prospective member of our club; 

  • · A person with parental responsibility for a member; 
  • · An existing or prospective club volunteer or official; and 

  • We have a separate notice which provides privacy information relating to employees. 

  • It is important that you read this carefully as it contains key information about how we use your personal data and your associated rights.
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  • About us:
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  • Selby Swans Gymnastics Academy is a ‘non profitable’ organisation. Our members are gymnasts or the parents (if the gymnast is a child). We provide the opportunity for our members and non-members to participate in our activities, which include recreational classes, training, competitions and other similar gymnastics activities. 
  • We register with British Gymnastics who governs the sport, provides insurance for clubs and individual members and offers competitions and events. It is a condition of British Gymnastics club registration that all our club members also register as individual members of British Gymnastics. We also affiliate to Hertfordshire Gymnastics (HGA) and Eastern Counties Gymnastics (ECGA) who run competitions and events in which we may participate. 

  • Information we collect about you:

  • The categories of personal information we process includes: 
  • · Contact details* (gymnast or parent and emergency contacts) 
  • · Gymnast date of birth* 
  • · Gymnast gender 
  • · Any relevant medical conditions and/or disabilities and additional related information 
  • · Other relevant individual needs for example, information about learning, religious or other support needs. 

  • British Gymnastics collects the above information on our behalf when you join or renew your British Gymnastics membership 

  • · Any individual risk assessments (gymnasts and others if applicable) 
  • · Details of any reasonable adjustments or steps taken to support your individual needs 
  • · British Gymnastics membership details* (which are confirmed by British Gymnastics when you join or renew) 
  • · Gymnast attendance and achievement records 
  • · Any communications from, to or relating to you 
  • · Details relating to standards of conduct 
  • · Any accident or incident reports including details of injuries 
  • · Bank details (If you are making regular payments to us or we are making payments to you e.g. for volunteer expenses) 

Experience, qualifications, training and confirmation that you have completed a criminal record check (prospective or existin· Training and technical information 

  • · Lifestyle information 
  • · Nationality (if you are competing at international level) 

If you attend an event or trip with the club, we will also collect the. · 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 gymnastics activity and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in gymnastics activity 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 gymnastic activity may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants. 
  • 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. 

If you · 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; 
  • · Legitimate activities of a ‘not for profit’ organisation; 
  • · 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). 
  • 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 log in to ‘My Account’ at any time to view/amend/delete the information we hold about you that has been collected by the British Gymnastics system. You can also 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, Stacey Nixon, Club Manager selbyswansinfo@gmail.com

Claire Low - Head Welfare

Charlene Bell - Club Secretary


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. 

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Changes to the privacy notice: 

We keep our privacy notices under regular review. This privacy notice was published in January 2018 and last updated August 2018. 

We may change this privacy notice from time to time, when we do we will inform you via email.