For the purpose of running the club, it is necessary to record personal information in relation to future participants, current participants, staff and volunteers. In doing so, every effort is made to comply with the Data Protection Act 1988, in that personal information is:
Fairly and lawfully processed
Personal information is collected and recorded at the time a future gymnast joins a waiting list, when a gymnast joins a session and when a member of staff accepts a role within Cambourne Comets. The data is recorded on our membership spreadsheet which is maintained by the Head Coach. Necessary data is transferred to the hard copies of the session, accounts and registers for use in sessions by the Lead Coach.
Processed for specified purposes
Personal data is solely collected for club purposes e.g. to contact the family when a place arises, to allocate each gymnast a place in the appropriate session, to ascertain medical and/or learning issues that may affect participation in the session etc.
Adequate, relevant and not excessive
Adequate and relevant personal data is collected at the time a participant joins the waiting list solely to aid the purpose of contacting the parent/carer at the time a place arises and allocating the participant a place in the appropriate class. At the time a participant joins a session; further details are requested relevant to ensuring their safe participation in the class e.g. emergency contact details etc. New staff members and volunteers are asked to complete a record sheet for the purpose of providing contact information and information related to payroll.
Accurate and kept up to date
Information is collected every year when membership is renewed and updates to information kept are made as soon as we are informed of changes.
Not kept for longer than is necessary
Personal data is deleted from the membership spreadsheet at the end of each term for those participants, staff and volunteers who have left Cambourne Comets and for those participants on the waiting list who have declined a place. Hard copies of the registers and record sheets for leaving members are also shredded at the end of each term.
Processed in line with the rights of the individual
Information stored is confidential and all those who have access to it are DBS checked.
The membership spreadsheet is maintained by the Head Coach and occasionally accessed with the their knowledge by members of the executive committee for club purposes. Any device used to save copies of the spreadsheet is kept securely and hard copies of the staff and participant record sheets are kept in lockable filing cabinets
As a ‘not-for-profit’ organisation that processes data purely for the purposes of establishing and maintaining membership, we are exempt from notification to the Information Commissioner.