Data Protection

Cambourne Comets Trampoline and DMT Club 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 secure. 

When 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. 

This notice applies to you if you are: 

• An existing or prospective member of our club. 
• A person with parental responsibility for a member. 
• An existing or prospective club volunteer or official. 

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. 

ABOUT US: 

Cambourne Comets Trampoline and DMT Club is a ‘not for profit’ membership organisation. Our members are  gymnasts or the parents/carers (if the gymnast is a child). We provide the opportunity for our members to participate in our activities, which include recreational classes, training, camps, competitions, squads and other similar gymnastics activities. 

We register with British Gymnastics who govern the sport, provides membership benefits for  clubs and individual members and offers competitions and events. It is a condition of British  Gymnastics club registration that all our club members are registered as individual members of British Gymnastics.  

Cambourne Comets Trampoline and DMT Club and British Gymnastics are joint controllers for the personal data shared for British Gymnastics membership purposes.  

You can find full details about how British Gymnastics collects and uses your personal data in  the British Gymnastics privacy notices, which you can find at www.britishgymnastics.org/safesport/privacy-notices  

Cambourne Comets Trampoline and DMT Club also affiliates to ECGA (Eastern Counties Gymnastics  Association) who runs competitions and events in which we may participate. 

INFORMATION WE COLLECT ABOUT YOU: 

The categories of personal data we process include: 

• Name and parent name (if applicable) 
• Parent or gymnast contact details (telephone, email and postal address)  
• Gymnast date of birth  
• Gymnast gender 

The above information is essential for us to provide your membership and along with a unique username, will be provided to British Gymnastics if we complete the British Gymnastics registration process on your behalf.  

• Emergency contact details 
• 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  
• Any individual risk assessments (gymnasts and other participants if applicable) 
• Details of any reasonable adjustments or steps taken to support your individual needs 
• British Gymnastics membership details, including your membership number, status and  any coaching and training records (if applicable) (which are confirmed by British  Gymnastics when we register or renew your membership 
• Gymnast attendance 
• 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 
• IP address, browser identifier and the time of access (if you use our website). 
• 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 
• Confirmation that you have completed a criminal record check (for any prospective or  existing volunteers who have completed a check via British Gymnastics, this  information will be provided via our membership account when you link it to our club) 

If you are a competitive gymnast, we record other information about you to support your  training and participation in competition such as: 

• Training and technical information 
• Lifestyle information  
• Nationality (if you are competing at a certain level) 

If you attend an event or trip with the club, we will also collect the following information  where relevant: 

• Dietary requirements and any other relevant information that we need to know to  ensure your needs are met; and  
• Passport information if the trip is abroad. 

OUR PURPOSES FOR PROCESSING INFORMATION ABOUT YOU

We use the information we hold about you for a variety of purposes which are outlined below.  Data protection law requires us to tell you what our legal reason is for each purpose. 

Contractual purposes  

When you ask us to provide you a service, such as club membership, gymnastics classes,  competitions, trips or other activities, or you buy a product from us, we usually need to use  information about you to provide this product or service, for example: 

• 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 products and services. 

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 are a selected for a role at the club, we will usually obtain a reference from any  appropriate organisations or individual you have nominated.  

When you tell us about any special needs such as disabilities or other support information, we  may use relevant information to comply with our legal obligations under the Equality Act  2010. We will review any information you have provided to help us identify any actions we  can take to support inclusion. We may need to ask you for more information to help us to  best meet you or your child’s needs. We will keep a record of any steps we taken to support  inclusion. 

If you are wishing to volunteer or work for us, we may ask you to complete a criminal record  check as we have a legal obligation to do so. We jointly control the checking process with British Gymnastics who is responsible for the assessment of any content on the check and will  only share information with us where it is appropriate. For example, if you are considered by  British Gymnastics to be unsuitable to take on the role, we may share relevant and  proportionate information about criminal offences where it is deemed that while you are not  considered unsuitable to take on the role, if it is considered necessary for safeguarding  purposes. 

When we retain information about you, even after you are no longer taking part in  gymnastics activity, this is often because we are required to do so by law such as records we  are required to keep for business and accounting purposes. Sometimes we are also legally  obliged to share information about you with third parties. More information it provided below. 

Legitimate interests:  

We rely on legitimate interests for the following purposes: 

• Responding to communications, concerns or complaints and seeking feedback  from you about our services. We will use the information you provide to respond to any comments or questions you  raise and where appropriate to undertake investigations into any complaints or  concerns. On occasion, we may contact you to seek your views on the services we  provide.  
• Holding emergency contact information When you join the club, we collect contact details. We also ask you to provide an  emergency contact which we will only use in exceptional circumstances if we are  unable to contact your primary contact e.g. a parent/carer.  
• Maintaining attendance registers, achievement records and waiting lists For health and safety purposes and club records, we need to maintain a register of  those in attendance at training or other club activities. If there are no places in the club, we can place you on our waiting list and will contact  you using the details you provide to inform you when a place is available.  
• Registering you as a member of British Gymnastics As a British Gymnastics registered club, all our members require membership with our  governing body, of which insurance is a benefit. It also enables British Gymnastics to  safeguard the sport and allows members to access support and advice and participate  in courses, competitions and events run by British Gymnastics and its affiliated  organisations. 
• Entering you into a competition and providing results If you wish to take part in a club competition, your information (usually your name,  date of birth and gender) will be used to enter you into the appropriate category and  your score will be recorded. Results of competitions are normally published on the  competition organisation’s website.  
• Collecting additional information to support a participant attending a club trip Occasionally we organise residential events or trips. If you or your child registers for  one of these events, we will need to collect additional information, that may vary  dependent on the specific activities and whether they involve meals and travel.  Additional information we require may include passport information and any other  relevant information necessary to provide support whilst away from home. 
• Monitoring performance and undertaking fitness assessments If your child is a development or squad gymnast, we will need to collect additional  information about them. We track and monitor gymnast’s performance in training,  trials and competition and undertake regular fitness assessments. We may require  additional information about lifestyle and education. 
• To monitor that you have completed any required safeguarding training and  criminal record checks If you undertake a role where a criminal record check and safeguarding training are  required, we will receive confirmation from British Gymnastics if your check is  approved and that you have completed the required safeguarding training.  
• Filming for coaching purposes  On occasion, we may film gymnasts e.g. during a gymnastics session for coaching  purposes. Videos taken at training sessions for individual coaching purposes will not be  used for any other purpose without prior consent. 
• Photography and filming at club events to promote the club At our large club events such as our annual club competitions and club display, we take  photos to promote club activities and may film the event to create a DVD. We publish  images on our website, social media account and in our communications. Any images  of children will be published in line with British Gymnastics safeguarding policy. Let us know if you do not wish to be filmed or photographed or do not want your image  to be published. While we can usually take steps to prevent you from being  photographed or filmed at small club events, please bear in mind that at our large  public events, it may be difficult to avoid capturing you in footage. However, we always  review all photographs prior to publication and we will ensure any images of you are  deleted.  If we are filming or taking photos for any other purpose, we will ask for your consent. 
• Running and monitoring our club website and social media We do not use any tracking or analytics on our website. Your IP address will be logged  by our webserver, but we would not be able to identify you from this information alone. 

We have carried out a legitimate interest assessment (LIA) to ensure that the above  processing is necessary and is carried out in a way that ensures a balance between the club’s  interests and your individual interests, rights and freedoms with appropriate safeguards,  especially to protect the interest of data subjects who are children. We can provide details of  these assessments on request.  

You have a right to object to the use of your information for any purposes we undertake  based on legitimate interests. Further information is provided in the section below on  individual rights.  

Consent  

We rely on consent in the following circumstances: 

• To use your email for marketing purposes We will send you our newsletter and other information about our activities, services  and products that we think might be of interest to you. We will send you this  information to by email. 
• To take photographs and video at a small club event or training for publication. With your consent, we may also take photos during training or at club events to  promote the club on our website, club social media account and in communications. All  film and photos of children will be published in line with our safeguarding policy. 

You have the right to withdraw consent at any time, which you may do by contacting us using  the contact details below. It may take up to 21 days for this to take place. 

Special categories of personal data 

Special categories of personal data are a category of information that is more sensitive and  requires greater protection. Some of the information we process falls into this category (e.g.  health/medical data or any information you provide to us about a disability or your religion,  race or gender identity). It is unlawful for organisations to process this type of information  unless an additional legal condition applies. We will only process this type of information if  one of the following applies: 

• 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. 
• It is in your vital interest and you are unable to provide consent e.g. if you are  unconscious or do not have sufficient mental capacity. 
• There is a substantial public interest in doing so including: 

                 •   Support for individuals with a particular disability or medical condition. 

                 •  Safeguarding of children and individuals at risk. 

                 •  Standards of behaviour in Sport. 

                 •  Anti-doping in Sport. 

WHY WE SHARE INFORMATION ABOUT YOU

We share information about you with the following recipients (or categories of recipients) for  the following reasons. 

• British Gymnastics – in addition to the sharing of personal data for membership  purposes, or as necessary to enter you into a competition, course or event provided by  British Gymnastics, we will disclose information for safeguarding and other regulatory  purposes including reporting of incidents in the club.  
• His Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police  and Information Commissioner’s Office (ICO) - where it is necessary to complying with  legal and/or regulatory responsibilities. 

We may also share information with other organisations to safeguard children. Any  information that is shared will be strictly limited to what is required to ensure children are  protected from harm and will be carried out in accordance with the law and relevant  government guidance.  

• Our insurance providers for claims purposes. 
• Our legal and professional advisors where necessary to obtain advice. 
• With social media providers to promote our activities. 

All service providers are contractually required to ensure your information is secure and  cannot use this information for their own purposes. Where we are required to share  information with them to provide the service, we only disclose information that is necessary  to deliver the service. 

HOW LONG WE KEEP YOUR PERSONAL DATA

We will not keep your personal data for longer than we need it for the purpose for which it is  used. Different retention periods apply for different types of personal data. 

Video footage that has only been taken for coaching purposes will be retained only for as long  as it is required for that purpose and in most cases, will be deleted within one month. 

Photographs and other video footage captured for promotional purposes will be retained for up to 4 years old. After this time, they will be deleted unless we consider them to be of public  interest and should consequently be archived for historical purposes. Where images have  been published on social media, these platform providers may continue to process your data  after the retention period has lapsed. 

Additional information that has been provided solely for the purpose of participating in a  specific activity will be deleted after the event. 

If you do not renew your membership or cease to have a relationship with the club, we will  usually delete any information you provided within two years. We will retain any  financial/accounting records for seven years. Some records, such as incident reports are  retained for longer periods in line with claims limitation periods.  

Following the end of the of the relevant retention period, we will delete or anonymise your  personal data. 

TRANSFERS OF DATA OUT OF THE UK

We will not transfer or store your personal data outside the UK.  

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 information we hold about you. You can also request a  copy of your personal data 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, you can ask that  corrections are made. We will either make the requested amendments or provide an  explanation as to why we are not making changes. 
• To have your data deleted (except if there is a valid lawful reason to retain it) You have a right to request the deletion of your personal data. We will delete this  information unless there is a lawful reason for the information to be retained. 
• To have your information restricted or blocked from processing If you object to processing, we will restrict the processing of your information for the  purpose to which you are objecting whilst we review your objection.  
• To portability If you wish to move to another club, you can transfer your membership data to  another club on the British Gymnastics membership system.  
• To object to: 

               •   Any processing based on legitimate interests  The right to object is specific to the data subject’s particular situation. We will stop    processing your personal data unless we can demonstrate compelling  legitimate grounds for the processing, which override your individual interests,  rights and freedoms or we need to continue to process your information in  connection with a legal claim.  

           • Your personal information being used for direct marketing activities 

Visit the Information Commissioner's Office (ICO) to learn more about your rights.  

To exercise any of your rights or if you have any questions about our privacy notice please  contact: The club administrator at cambournecomets@gmail.com.

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 www.ico.org.uk. 

KEEPING YOUR PERSONAL INFORMATION SECURE

We have appropriate security measures in place to prevent personal information from being  accidentally lost, or used or accessed in an unauthorised way. We limit access to your  personal information to those who have a genuine reason to need to know it. Those  processing your information will do so only in an authorised manner and are subject to a duty  of confidentiality. 

We also have procedures in place to deal with any suspected data security breach. We will  inform you and the ICO of any personal data breaches in line with our legal obligations. 

CHANGES TO THE PRIVACY NOTICE 

We keep our privacy notice under regular review. This privacy notice was published on 22nd  August 2017 and last updated on 14th August 2024. We may change this privacy notice from time to time by updating this page.