TERMS, CONDITIONS & PRIVACY POLICY (MEMBERS & VOLUNTEER'S)
Innovate Gymnastics Club is the data controller and is committed to complying with our legal responsibilities under the 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.
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
Our members are gymnasts or the parents (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, and other similar gymnastics activities. We register with British Gymnastics who governs the sport, provides insurance for clubs and individual memberships, 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 Scottish Gymnastics who runs 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.
· 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, and confirmation that you have completed a criminal record check (prospective or existing volunteers).
The information marked with an * above is essential for us to provide your membership. It is your choice whether you provide all the information we have requested but not providing information may affect our ability to meet you or your child’s needs and to protect their wellbeing.
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 international 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.
Purpose of Collecting Information
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 a service, such as club membership or registration, 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 any changes.
· To tell you when it is time to renew membership or re-register for activities.
· To process payments.
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 for participating in gymnastics activity as a result of a pre-existing medical condition. It is vital that you let us know if there is any reason why taking part in gymnastics activity may be unsafe prior to the 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 selected for a role at the club, we will usually obtain a reference from any appropriate organisation 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 your or your child’s needs. We will keep a record of any steps we take to support inclusion.
If you are wishing to volunteer or work for us, we may need to 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 or Scottish 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 is 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.
· 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. Achievement records are kept monitoring gymnasts progress. If there are no places in the club, we can place you on our waiting list and will contact you using the information you provide to let you know there is a place available.
· 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 our social media pages (Facebook and Instagram). If you wish to enter a competition organised by another gymnastics body, including British Gymnastics, Scottish Gymnastics, Regional and County Gymnastics Association we will provide your information to the organiser to enable you to take part in the competition or event that they are organising.
· 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 you or your child are/is a competitive/elite/squad gymnast, we will need to collect additional information about you/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 if you or your child are/is training at an elite level and requires time out of school or lifestyle.
· 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.
· 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 large club events and classes] to promote the club We may take photos at club events to promote the club on our website, club social media account and in communications. At our large club events such as our annual club competitions and club display, we may film the event to create a DVD. Any images of children will be published in line with our safeguarding policy.
· We will monitor how our website is used by tracking the articles that you open and how you move around the site. This will help us to understand what information is most useful and helps to improve the site.
You have a right to object to the use of your information for any purposes we undertake based on legitimate interest. Further information is provided in the section below under individual rights.
Consent
We rely on consent in the following circumstances:
· To use your email or telephone numbers for marketing purposes.
· 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 small 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.
When you have given us your consent for your personal information to be used for a particular purpose, you have the right to withdraw this consent at any time, which you may do by contacting us using the contact details below. If you provided consent for a specific purpose as part of the information you provided on our behalf through the British Gymnastics membership platform, these consents can be withdrawn at any time by letting us know. Your withdrawal of consent will not affect any use of the data that was made before you withdrew your consent.
charis@innovategymnastics.club
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.
· 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 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. You can ask us to stop sending you this information at any point by following the instructions in the relevant communication. It may take up to 21 days for this to take place.
Why we share information about you.
We have a legitimate interest in sharing your personal information with British Gymnastics to ensure the sport is safe and well-governed and where relevant to access support and advice. We may also be required to share your personal information in the following reasons:
· Complying with legal and/or regulatory responsibilities.
· We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioners Office (ICO).
· 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.
· Insurance
· Obtaining legal or professional advice.
· Obtaining a service from the following third parties: Wix.com (www.wix.com) host of the club website. Class For Kids (our booking system please see individual privacy policies for further information. Starling Bank & Virgin Banking for processing any bank transfer payments made to the Club. See Starling Bank & Virgin Bank privacy policy for further information. 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 strictly necessary to deliver the service. Except for the above, we will only share your information with any other third parties with your prior agreement.
Transfers of Date out of the EEA
We may transfer your personal information to countries which are located outside the European Economic Area (EEA) for the follow purposes:
· To United States to provide a website hosting service. This service is provided by Wix who are certified as adhering to the EU-US Privacy Shield. For more information, please see Wix Privacy Policy We will not transfer your information to any other country or organisation outside the EEA unless there is a European Commission adequacy decision for the specific country to which the data is transferred or where we can be certain that there are adequate safeguards provided for your information and individual rights standards that meet the GDPR requirements.
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, 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) If you do not renew your membership or cease to have a relationship with the club, we will delete any information you provided within two years except for any financial/accounting records which need to be retained for six years in line with UK tax law. Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event.
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.
You have a right to request the deletion of your information in advance of the above retention periods. 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 information to another club registration by logging into ‘My Account’ on the British/Scottish Gymnastics system. Alternatively, if you wish to leave the club, the information you provided on behalf of our club will be archived on the British Gymnastics system for 60 days and will be deleted after this has lapsed. During this period, you can transfer your information to another club. This may be limited to your club membership.
· 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 You can object to our direct marketing activities by unsubscribing from the relevant communication as described above in the marketing section of this notice.
Click here to learn more about your rights.
To exercise any of your rights or if you have any questions about our privacy notice please contact: charis@innovategymnastics.club. 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.
Keeping your personal information secure
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.
Changes to the privacy notice
We keep our privacy notices under regular review, if we change our privacy notice we will post a new version on our website, which will become effective when posted. The new policy will replace any prior policies that are inconsistent with it.
CLUB RULES
INNOVATE Gymnastics Club Rules
It is a condition of membership that all junior members and parents always abide by the relevant Club Rules and Codes of Conduct. Parents, please ensure that you spend time familiarising yourself and your child with the club rules. We aim to make the club training environment as positive and friendly as possible and the club rules exist to help ensure that this happens. Club rules are: -
The appropriate annual club membership fee must be paid from the first session that your child attends (Usually August of each year) to remain a member of the Club, and Scottish Gymnastics.
Gymnasts’ attendance should be as close to 100% as is physically possible.
Gymnasts/helpers under 16 must be signed in / out by their parent/guardian and should not be dropped off/collected in the car park. [exception if prior written agreement with club]
Gymnasts must be excellently disciplined at all times and coaches have the right to admonish ill-disciplined gymnasts in an appropriate manner.
No jewellery may be worn at any time (including belly bars), long hair must be tied back, and t-shirts must be of a non-slip material. No football colours should be worn to classes.
Where possible the club uniform should be worn. The club wishes to promote the highest of sporting standards and disapproves with casual attendance and inappropriate clothing in the gym.
All gymnasts have a responsibility to keep the gym tidy and in good condition. Gymnasts are responsible for tidying up after themselves and putting their empty drinks bottles and rubbish in the bin when finished.
Only gymnasts, coaches and authorised individuals are allowed in the gym in normal circumstances.
Parents and gymnasts are requested to build up an open, positive and supportive relationship with the coaching team, and coaches are requested to maintain open and positive communication with their gymnasts and gymnasts’ parent.
Customer Information
As your child’s parent or guardian, it is your responsibility to:
Notify us of any medical conditions that your child has.
Ensure that all essential medications for your child are brought along to classes.
Ensure that your emergency contact details are up to date.
We aim to make our classes available to all. We ask that you notify us before booking a class or trial if your child needs any additional support. This will allow us to discuss your child’s needs. Please note we cannot provide one to one support.
We will only share your child’s information with staff at Innovate Gymnastics Club
We will maintain attendance registers, achievement records, waiting lists for health and safety purposes and club records.
Term Fees
Innovate Gymnastics Clubs Fees are taken as a monthly membership payment which spreads the cost of the classes out across the 12 months of the year. Providing that you maintain monthly membership payments, no further terms fees will be due, and you will automatically be rebooked into the next block of classes without having to re-enter your bank details.
Monthly Subscription/Payment
· All monthly subscriptions are collected on the 1st of each month.
· If you cancel your monthly subscription, we require a minimum of 4 weeks’ notice in writing (via email) to terminate your contract with Innovate Gymnastics Club. Please note that if at least 4 weeks’ notice isn’t given then you will still be charged for the next month.
· If you need to update your payment details, please email us at (charis@innovategymnastics.club ) and we will send you a link to update this information
· We will communicate with you after 4 days if payment has not been made. We will attempt to call and write to you to check if details need updating.
· If payment is not made 2 weeks after we have communicated the missed payment(s), your subscription will be cancelled, and your child removed from the class
· If you fail to make regular monthly payments, we have the rights to refuse monthly payments as a payment option to you in the future.
· The subscription payment is continuous for each block irrespective of illness, injury or holidays (excluding serious illness/injury)
Trials
· If your child is attending one of our Pre-School or Recreational classes for the first time, they are entitled to 1 paid trial session.
· Once you have trialled classes at our club, you cannot try the same class again later should you choose not to join straight away.
Membership Fee
Innovate Gymnastics Club charges a £10 per year Club Membership fee. This cost helps to cover the cost and maintenance of equipment as well as staff training and development to enhance your child’s experience at Innovate Gymnastics Club.
All members of our Club must also sign up for a Scottish/British Gymnastics Membership. Gymnasts of their parents/carers if under 18, must register for the SG/BG membership by visiting https://www.british-gymnastics.org/memberships. If you experience any problems registering or renewing, then please phone the BG customer service helpline (03451297129).
Cancellations and Refunds
· If you cancel your class before the new term begins, you will receive a full refund for that month’s subscription payment
· If you miss a class, we do not offer refunds or makeup classes.
· In the case of a long-term illness, we will ask for a doctor’s note and provide you with a pro-rate refund.
Attendance
· A responsible parent or guardian must contact us if your child cannot attend a class for any reason
· If your child doesn’t attend a class after 4 weeks without any contact from a parent of guardian, we have the right to remove them from the class list
· If we, the club, need to rearrange a class due to staff sickness, health epidemic, venue maintenance issue or any other unforeseen circumstance, we will re-arange this session *
*This session may take place on a different day/date, or at a different venue. We will write to you with the details.
Feedback and Complaints
Innovate Gymnastics club takes feedback and complaints very seriously.
· If you wish to make a complaint, please make this in writing to [charis@innovategymnastics.club]. Although you can speak to your child’s coach about any issues or concerns you have, if you wish to have your complaint addressed, it MUST be made in writing.
· We will look at your complaint and get back to you with an initial response within 3-5 working days.
· We aim to fully resolve your complaint within 3-5 working days. However, it may take longer depending on the issue you’ve raised. We take complaints on a case-by-case basis and will discuss specific timescales with you if we cannot resolve this within 3-5 working days.
INNOVATE GYMNASTICS CLUB
CODE OF CONDUCT
FOR PARENTS/CARERS
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· Encourage your child to learn the rules and play within them.
· Discourage unfair play and arguing with coaches and officials.
· Help your child to recognise good performance, not just results.
· Never force your child to take part in gymnastics.
· Never leave your child in the carpark unattended and make sure you sign in and out with the coach.
· Set a good example by recognising fair play and applauding good performances of all.
· Never punish or belittle a child for losing or making mistakes.
· Publicly accept coaches and officials' judgements.
· Support your child's involvement and help them to enjoy their sport.
· Adopt the same policies of that of the coaches regarding personal behaviour in club or on any club outing or business. Always use correct and proper language.
· Not abiding by these guidelines may result in termination of membership to Innovate Gymnastics Club for the gymnast.
· In the event of any grievance or queries please speak to your child’s coach. Or Lead coach.
· Ensure that gymnasts are on time for training and competitions. A lot of organisation goes into lesson plans for training.
· Gymnasts and parents should be ready to assist in dismantling and putting away equipment.
· Ensure gymnasts are picked up on time. Parents must notify coaches if their child is to be picked up by someone other than the usual person.
· The club will not tolerate rudeness or rowdy behaviour from gymnasts or parents. In the event of behaviour unbecoming a gymnast or parent of the club you may be asked to leave, and training will be terminated.
· Please ensure fees are paid on time. Failure to pay fees may result in you or child’s membership being suspended.
· Refund's will not be given for any classes missed.
· We have a 4-week cancellation policy if you do not wish to continue on with classes.
The Club will not tolerate individuals who fail to adhere to these standards.
INNOVATE GYMNASTICS CLUB
CODE OF CONDUCT
FOR GYMNASTS
Innovate Gymnastics Club is fully committed to safeguarding and promoting the wellbeing of all its gymnasts. The club believes that it is important that gymnasts, coaches, volunteers, and parents associated with the club should, always, show respect and understanding for the safety and welfare of others. Therefore, gymnasts are encouraged to be always open and to share any concerns or complaints that they may have about any aspect of the club with group coach or Lead coach.
As a member of Innovate Gymnastics Club you are expected to abide by the following gymnasts code of conduct:
· All gymnasts must follow the rules and respect coaches and their decisions.
· All gymnasts must respect the rights, dignity and worth of all gymnasts regardless of gender, ability, cultural background, or religion.
· Members should keep to agreed timings for training and competitions or inform their coach if they are going to be late or cannot attend.
· Members must wear suitable kit – preferably Leotard for girls and leotard and shorts or gym kit for boys at training sessions.
· Members must wear club uniform at competitions e.g., Club leotard/vest & shorts & Tracksuit if applicable.
· Long hair must be tied back, gymnasts must remove all jewellery including body piercings, and earrings that cannot be removed must be covered with tape or Elastoplast prior to the start of training sessions.
· A high standard of behaviour is always expected from gymnasts including competitions and club trips.
· Be proud of your own achievements and encourage fellow gymnasts to succeed too.
· Always be courteous to coaches, parents, and other gymnasts.
· Always listen carefully to coaches’ instructions and teaching points
· Always tell a coach if you need to leave the class.
Safeguarding policies
To ensure a safe environment Scottish Gymnastics is committed to not only developing policies and procedures but to providing help, guidance, education, and training opportunities for clubs.
Clubs have a duty of care not only to the children and young people in their club but also to the coaches, helpers and officials working within the club. By adhering to the policies and procedures set by SG and adopting best practice, the risk of harm should be reduced and allow all those participating in gymnastics to enjoy a safe, fun, and positive experience. Safeguarding training organised through SG is mandatory for all those working with children, young people and protected adults regardless of whether in a paid or voluntary capacity.
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Innovate Gymnastics Club follows the code of practice as set out by the governing body. Further information can be found at the following link:
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https://www.british-gymnastics.org/safeguarding-and-compliance-policies
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Innovate Gymnastics Club Safeguarding Officer is Dr Alan Grant & Helen Harrower and they can be contacted directly via the link below;
Helen – innovategymnasticssafeguarding@gmail.com
Alan - alangrant@nhs.net