This privacy statement tells you what to expect when we process your personal information. This is our main privacy statement, however, some of our services may have additional privacy notices which will be provided to you when you engage or register for such a service. It is important for you to read this statement in full to understand how we use your data and your rights in relation to your data.
Colchester School of Gymnastics is a charitable incorporated organisation with the charity number 1154320. We have one registered premises located at Colchester School of Gymnastics, Brinkley Grove Road, Myland, Colchester, Essex, CO4 5DS. This policy explains how we will collect, process, use and protect any personal data that you provide to us.
Your personal information
We will collect and process data when you join our waiting list or book a holiday class. This data includes the following:
* Personal information such as your child’s name, your child’s date of birth, your child’s gender, postal and email address, relevant medical information of child, emergency contact name and contact telephone numbers.
* Username and passwords are held by Gym Club Solutions and Colchester School of Gymnastics do not have access to passwords. For full security and data protection policies for Gym club solutions please click the following link gymclubsolutions.com/privacy-policy
* If you contact us we may keep a record of that correspondence.
* We do not hold personal bank or card details - these are held securely via Stripe. For full security and date policies please click here.
* We will remove the majority of your data from our system 12 months after you or your child have stopped attending Colchester School of Gymnastics. After this time we will retain minimal information for 7 years for accounting purposes. We have a legal obligation under GDPR to keep data for this period of time.
* If you were to have an accident on our premises we will complete an accident report. We have a legal obligation to keep this data will need to be kept for the following length of time:
Adults- 3 years from the time of accident
Children- until they reach 21 years old
Acceptance of Terms
By submitting information to us or by using our website or registering for services through our website, you:
* Agree to accept the data protection practices outlined in this privacy policy; and
* Consent to our collecting and processing your personal data in accordance with this privacy notice.
Use of your information
We may use the information that you provide or that we collect for the following contractual purposes:
* To register for our waiting list and be contacted in regard to holiday and permanent classes. Occasional contact regarding club fundraising activities.
* Maintaining class attendance and records, and fee payments.
* To take advice and action in relation to collection of debts.
We may use the information that you provide or that we collect for the following legal purposes:
* To ensure you/ your child is well supported and safe whilst participating in their classes.
Disclosure of your information
We value your privacy and do not sell your information to any third parties under any circumstances.
We may give information about you if we have a duty to do so or if the law allows us to do so. This includes emergency services and debt recovery companies.
Gym club solutions is the processor of your personal data by providing data storage and the management system that is used by Colchester School of Gymnastics to manage and control the provision of classes to you.
Stripe is a subscription and payment system used to process fees and payments. Name, email address and payment history are stored on this system.
For competitive gymnasts to be entered into a competition provided by an external organisation, we will share the information required to enter the event, usually name, DOB, BG number and gender. Most competitions are large events and there are likely to be photographers and people filming.
For accounting purposes, we have a third-party accountant employed by us, who for the purposes of billing, debt recovery and accounting duties may have access to your personal data.
Communicating with you
We will only send emails to individuals who have registered via www.colchestergymnastics.com or as part of an ongoing relationship we have with an individual or business.
We will only send information that is relevant to the activity or waiting list that you are signed up for.
Understanding Website Usage
To better understand how our website is used and improve its performance we use Google Analytics cookies. Google Analytics is an analytical web service provided by Google, Inc. Cookies are used to collect information such as the time of day a visit occurred, which pages were visited, how long was spent on the site and to identify the point of origin and any search keywords used. This helps us to provide a better website experience and improve its performance.
Google Analytics cookies include:
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We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device's IP address (captured and stored only in anonymised form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.
You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.
Third Party Cookies
In order to allow functionality from social media networks such as Twitter and Facebook, third party cookies are used on the Colchester School of Gymnastics. We have no control over these third party cookies. To find out more about any third party cookie it is advisable to visit the respective site and to review their individual cookie policy.
Access to information
You have a right and are able to access the personal data we hold about you at any time by logging in to your Gym club solutions account. You are also able to make changes to that data at any time by logging in. In addition if you need this in writing please visit reception. If you have any trouble logging in to your Gym club solutions account you can contact us by emailing info@colchestergymnastics.com or phoning 01206 844188 for help.
Changes to this privacy notice
We reserve the right to update, modify and/or change this Privacy Policy at any time. Any such changes will be posted here. If you continue to attend Colchester School of Gymnastics after we have changed this Privacy Policy, you hereby consent to be bound by any such changes. Those that have opted in to communications will receive an email informing of any changes to the privacy policy and a copy will be displayed in reception after any change. This notice was last updated on 01/05/24.
Security
The full details of Gym club solutions and Stripe security policies can be found by clicking the following links:
https://gymclubsolutions.com/privacy-policy/
https://stripe.com/gb/privacy#5-security-and-retention
Where you have a password, which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
If your personal data is accessed by an unauthorised third party, we will not be responsible for any direct or indirect damage caused as a result of such unauthorised access.
We are not responsible or liable to you for any loss or damage you may suffer or incur in connection with your use of this Site which is caused by any event beyond our reasonable control including the electronic transmission of information, content, material and data over the internet and the interception and decryption of it by others.
We are not responsible to you for any losses or damage you may suffer caused by any distributed denial-of-service attack, or any viruses or other material which is malicious or technologically harmful and which may infect, contaminate or damage your computer equipment or computer programs, or cause damage to software or damage to or loss of data unless caused by our negligence. You should ensure that you use appropriate virus checking software and firewalls.
Whilst we take all reasonable steps to ensure that the Site continues to be available there may be times when it is not available. This may be for reasons relating to the maintenance of, or alterations to, the Site or for reasons beyond our control. We are not responsible to you if the Site is unavailable.
Contacting us
All questions, comments and requests regarding this privacy notice should be addressed to: The Data Controller: info@colchestergymnastics.com or by writing to: The Data Controller Colchester School of Gymnastics, Brinkley Grove Road, Myland, Colchester, Essex, CO4 5DS.
If you object to your data being processed please contact us to receive an ‘Objection to data processing form’. Once this form has been completed and received we will be able to discuss the options open to you.[/vc_column_text][/vc_column][/vc_row]
To make this site simpler to use, we place small files on your computer, known as cookies, almost all websites do this. Cookies have many uses and most are not damaging to your privacy, all of the cookies used on this website fall into that category. We do not permit cookies that collect or transfer your detailed personal data to other websites for advertising or other purposes.
Cookies are used on this site purely to improve services for you through, for example:
- enabling a service to recognise your device so you don't have to give the same information several times during one task
- recognising that you may already have given a username and password so you don't need to do it for every web page requested
- measuring how many people are using the site, so it can be made easier to use and ensure there is enough capacity and fast enough
We use Google Analytics to determine how many people use this site. Google Analytics stores information about the pages you visit, how long you are on the site, how you got here and how you utilise the website. We do not collect or store any directly identifiable personal information (e.g. your name or address) which could be used to identify who you are. To find out more about how Google uses the information it stores in cookies please review their documentation.
The following cookies are used by Google Analytics:
- _ga is used to distinguish users (anonymously) and expires after 2 years
- _gid is used to distinguish users (anonymously) and expires after 24 hours
- _gat is used to manage usage of the analytics functions and expires after 1 minute
- _gac contains anonymous usage information and expires after 90 days
The following cookie may be used to provide other normal website functions:
- asp.net_sessionid contains session related information for the user and expires when the browser is closed
If you do not wish to accept any cookies on to your machine you can disable them by adjusting the settings on your browser. However, this is likely to adversely affect the functionality of the websites you visit. For further information visit: www.allaboutcookies.org
We never share personal information with any other organisation for third-party marketing purposes.
Sometimes we will need to share personal information we hold about you with other organisations that we work with or who provide services on our behalf, for example, an email processing company distributing our newsletters. When sharing information we will comply with all aspects of data protection law. All our data sharing relationships are governed by contracts which include strict data sharing and confidentiality protocols.
We may also share information when required by law, for example, where ordered by the Court or to protect an individual from immediate harm.
We only hold records during the period of our relationship and for a set period afterwards to allow us to meet our legal obligations, including resolving any follow-up issues between us. If you opt out of our newsletters your data is removed from processing immediately.
For our email marketing lists our systems automatically remove email addresses that are unresponsive or exhibit delivery problems. Users are always able to unsubscribe from the lists using the links provided in the email itself.
Please contact us if you would like any more information.
We are committed to upholding your rights in respect of your personal data.
The right to be informed
Through the provision of this and other privacy notices on the website, we will be open and transparent about how and why we use your personal information.
The right of access
You have a right to ask us what personal information we hold about you and to request a copy of your information. This is known as a ‘subject access request’ (SAR).
SARs need to be made in writing and we ask that your written request is accompanied by proof of your address and identity.
If you are seeking to obtain specific information (e.g. about a particular matter or from a particular time period), it helps if you clarify the details of what you would like to receive in your written request.
If someone is requesting information on your behalf they will need written confirmation from you to evidence your consent for us to release this and proof of ID (both yours and theirs).
We have 30 calendar days within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).
The right to rectification
You can ask us to rectify your personal data if it is inaccurate or incomplete. Please help us to keep our records accurate by keeping us informed if your details change.
The right to erasure
The right to erasure is also known as ‘the right to be forgotten’. In some circumstances, you can ask us to delete or remove personal data where there is no compelling reason for its continued processing. This is not an absolute right, and we will need to consider the circumstances of any such request and balance this against our need to continue processing the data. Our response will also be guided by the provisions of our retention schedule.
The right to object
You can tell us you object to us processing your data to provide auction update emails.
You can specifically opt-out of auction update emails at any time by following the link at the bottom of each email.
We will apply appropriate technical and organisational measures to ensure your personal information is secure. For example, we have systems in place to ensure that access to personal information is restricted to authorised individuals on a strictly need-to-know basis.
When we need to share personal data with our contractors and third party suppliers, our relationships are governed by our contracts with them which include strict data sharing and confidentiality protocols.
To help us ensure confidentiality of your personal information we may ask you (and any of your representatives) security questions to confirm your identity when you call us and as may be necessary when we call you. We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so or where we have received a clear verbal instruction from you (as a one-off circumstance).
We will only collect personal information when we need it. The type of information we need from you will relate purely to contact information allowing us to communicate with you. When we ask you for information, we will make it clear why we need it. We only collect personal information when you complete the forms on this website if you wish to send us a comment or ask for our email newsletter.
Sending us a comment:
- we will need your name and email address.
- we will use this information only if we need to reply to your comment.
Receive our email newsletter:
- we will need your name and email address.
- we need your consent to be added to the newsletter mailing list.
- we will use this information to provide you with periodic email newsletters.