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.
Cambourne Comets is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
Cambourne Comets may change this policy from time to time by updating this page. This policy is effective from 22nd August 2017.
WHAT IS PERSONAL INFORMATION
Personal information is information about an individual who can be identified, or whose identity could be reasonably ascertained, from the information.
WHAT WE COLLECT
We may collect the following information:
WHY WE COLLECT INFORMATION
To deliver and enhance the services offered by Cambourne Comets, certain personal information is collected.
HOW WE COLLECT INFORMATION
Cambourne Comets collects personal information from you that you volunteer when:
WHAT WE DO WITH THE INFORMATION WE GATHER
Only information that is necessary for us to carry out our primary purpose of providing services relating to membership, training, events and merchandise is collected.
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
STORAGE AND SECURITY OF PERSONAL INFORMATION
Cambourne Comets stores personal information on computer databases and we are committed to ensuring that your information is secure. In order to prevent loss, unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
ACCURACY OF PERSONAL INFORMATION
We take reasonable steps to ensure that whenever we collect, use or disclose personal information, it is accurate, complete and up to date.
VISITORS TO OUR WEBSITE
When someone visits www.cambournecomets.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
LINKS TO OTHER WEBSITES
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Your use of this website constitutes acceptance of our policy.