Notts Gymnastics Academy Privacy Notice - Members


Who are we?

We are Notts Gymnastics Academy (NGA), a charity registered with the Charities Commission and a limited company registered with Companies House. We provide gymnastics activities and are registered with English Gymnastics and British Gymnastics (BG) who govern the sport and offer competitions and events in which we may participate. We are also affiliated to Nottinghamshire County Gymnastics Association and East Midlands Gymnastics Association.


Why are you sending me this Privacy Notice?

On 25th May 2018, the regulations surrounding how organisations can hold your personal information (data) changes. This Notice explains how we handle your personal information when you contact us or use our services, and your rights. This Notice is intended to comply with the provisions of the General Data Protection Regulation (GDPR).


At Notts Gymnastics Academy we take your privacy seriously and will ensure your personal information is kept secure. The way we collect and use your information are equally important as you expect us to manage it confidentially and securely, so that trust in us is maintained.


For the purposes of GDPR, we are the ‘data controller’ (as well as British Gymnastics). This means that we decide how your personal information is processed and for what purposes.


We are always happy to explain anything which this Notice does not make clear to you. You will find our contact details at the end of this Notice.


By providing us with your personal information, you accept and consent to the practices described in this policy.


What information do we collect about you?

We collect personal information about you when you contact us requesting our services or support, for example via email calling us by telephone or when coming in for a trial session. We also collect information via feedback you provide in surveys or following the delivery of a service.  The information that we collect is held securely on our Information Management System (Gymnastics Club Manager / PaySubsOnline) and their servers, securely in our gym office, or in locked filing cabinets.


Personal Data is data / information that relates to a living individual who can be identified from that data. We might be able to identify you from the data itself or by linking that data to other information we have access to. This includes, but is not restricted to:



How will we use the information we hold about you?

We need to process information about you or your child for the following reasons:


Contractual Purposes 

To provide the gymnastics activity you have requested, communicate with you about this activity, to let you know about changes to our terms and conditions and to process your payments (if relevant).


Legitimate Interests 

To meet the legitimate aims of the Academy and ensure your child is well supported and safe whilst participating in gymnastics.


These include









Please note: You have the right to object to any of the above uses of your information by contacting us in writing. Please note that in some cases, this may affect our ability to carry out the things we need to do for you to take part in gymnastics.


Legal Reasons 

To comply with applicable laws and to protect the legitimate interests and legal rights of the Academy. This includes, but is not limited to, the use of your information relating to legal claims and compliance and regulatory activity.



With your consent, we may send you information by email, SMS or via social media about Academy news, activities, events, products and opportunities that we think will be of interest to you. You can ask us to stop sending you this information at any point by amending your preferences in your member account on Gymnastics Club Manager and informing NGA separately by emailing us or if applicable, by following the instructions in the relevant communication. If you do not wish us to use your personal information for marketing purposes this may affect the level of our services to you.


Who has access to your information?

NGA Staff and associates have access to your personal information to deliver services to you.


We will not sell or rent your information to anyone else and we will not share your information for marketing purposes.


When you give your consent to our holding of your personal information / data you agree to us sharing it where necessary. The third-party service providers or organisations (known within GDPR legislation as Data Processers) we use for the following purposes are:



Why we share your information

Your personal data will only be shared with organisations whose services are required to provide the services we offer.


We will not share your information with any additional organisations except with your consent or in exceptional / emergency circumstances, where we believe that the sharing of information about you or your child is vital to protect you, your child or another person.


If you / your child wishes to enter a competition provided by an external organisation, we will, once the entry and therefore your permission has been received, need to share the information required to enter the event, usually name, date of birth, BG membership number and gender. Most competitions are large events and there are likely to be photographers and people filming (including members of the public)


Financial transactions including payment information will form part of our financial accounts and may be shared with our accountants and regulatory authorities such as HMRC.




How long do we keep your information for?

We keep your personal information / data for as long as you are a member of NGA. After you leave, we will keep your information for no longer than we reasonably need to.


NGA will keep your personal information in accordance with our internal retention policies.  Where appropriate we will determine the length of time we keep it for based on the minimum retention periods required by law or statutory regulation.  We will only keep your personal information after this period if there is a legitimate and provable business reason to do so.


If you leave Notts Gymnastics Academy



Our obligations and your rights in relation to GDPR

We will comply with our obligations under GDPR in the following ways:


You, as individuals associated with NGA (gymnasts, parents/carers, staff, club officials, and volunteers), have the right to:


You have the right to see the personal information held about you. You can log in to your personal member account on the British Gymnastics website and on Gymnastics Club Manager at any time to view/amend/delete the information held on these systems. We ask you to keep this information up to date to help us deliver the best service that we can.


You can also request a copy of any other information we hold by sending us a written request by email to or by letter to Notts Gymnastics Academy, Boundary Road, West Bridgford, Nottingham NG2 7BY.


If we do hold additional information about you, we want to make sure that your personal information is accurate and up to date.  You can ask us to delete it or correct any inaccuracies. We will either make the requested amendments or provide an explanation as to why we are not making changes. You can also tell us if you do not agree with the way your data is processed by us.


Further Processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use. We will do this before we start processing for the new use. We will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


Data Protection Officer

In line with GDPR, Notts Gymnastics Academy as an organisation is not required by law to appoint a single point of contact in the form of a Data Protection Office (DPO).  Every staff member and volunteer of Notts Gymnastics Academy has received relevant GDPR training to ensure all information is handled correctly and is complaint with GDPR.  We have appointed a first point of contact for any Data Protection related issues: Nila Benfield (Business Support Manager).


Contacts and Complaints

If you have any questions about this Privacy Notice, if there is something you don’t understand, or you wish to exercise any of your rights, please contact us first by emailing or by writing to Notts Gymnastics Academy, Boundary Road, West Bridgford, Nottingham NG2 7BY.


If you have any concerns about the way we process your personal data, or are not happy with the way we have handled a request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner’s Office.  Their address is: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.


Changes to the Privacy Notice 

We keep our privacy notices under regular review. This Privacy Notice was last updated in May 2018.