Privacy Notice 

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Members, Parents, Guardians, Participants and Volunteers

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We take your privacy seriously and are committed to protecting personal information and handling it in accordance with applicable UK data protection legislation.

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Gymnastics activities operating from our shared facility Whitehall Gymnastics Club and Ready to Compete Events

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Whitehall Gymnastics Club

Whitehall Gymnastics Club operates:

• Competitive Squad Gymnastics

• Any other activities specifically advertised as being operated by Whitehall Gymnastics Club

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Ready to Compete Events

Ready to Compete Events operates:

• Recreational Gymnastics

• Any other activities specifically advertised as being operated by Ready to Compete Events

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The business providing the service or activity you register for will normally be the data controller responsible for the personal information collected in connection with that service.

Where an additional event, competition, workshop, holiday session or other activity is offered, the booking information will identify which business is providing the activity.

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Who Is Responsible for Your Information?

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Recreational Gymnastics

If you or your child registers for or participates in Recreational Gymnastics, the data controller is: Ready to Compete Events

Ready to Compete Events is responsible for personal information relating to:

• Recreational registrations

• Recreational class bookings

• Waiting lists

• Attendance

• Recreational payments

• Recreational communications

• Recreational gymnast progression

• Trials

• Relevant medical and emergency information

• Recreational activities operated by Ready to Compete Events

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Competitive Squad & Whitehall Activities

If you or your child registers for or participates in Competitive Squad Gymnastics, or another activity specifically operated by Whitehall Gymnastics Club, the data controller is: Whitehall Gymnastics Club

Whitehall Gymnastics Club is responsible for personal information relating to:

• Competitive squad training

• Squad membership and administration

• Squad payments

• Competition preparation and entries

• Gymnast performance and progression

• Open Gymnastics

• Whitehall-operated events and activities

• Relevant medical and emergency information

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Who This Privacy Notice Applies To

This notice may apply to:

• Existing and prospective gymnasts

• Parents and guardians

• Individuals on waiting lists

• Competition and event participants

• Volunteers and officials

• Coaches where appropriate

• Anyone who contacts either business about its services

Separate privacy information may apply to employees or workers.

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Information We Collect

Depending on the programme or activity, we may collect:

• Gymnast's full name

• Date of birth

• Parent or guardian name

• Address

• Email address

• Telephone number

• Emergency contact information

• Gender where required for membership or competition purposes

• British Gymnastics membership information

• Attendance records

• Class and group information

• Competition entries and results

• Gymnastics skills, awards and progression information

• Payment and transaction records

• Relevant correspondence and communications

• Photographs and video where appropriate

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We may also need to collect information relating to:

• Medical conditions

• Allergies

• Medication

• Injuries

• Disabilities

• Additional needs

• Other information reasonably required to support safe participation

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We aim to collect only information that is reasonably necessary for the activity or service being provided.

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Children's Personal Information

A significant proportion of the personal information we process relates to children.

We recognise that children's information requires particular care and protection.

Information relating to children will only be collected and used where there is an appropriate reason for doing so and will be limited to what is reasonably necessary for participation, safety, administration and the provision of gymnastics services.

Where appropriate, information will be provided to and obtained from a parent or person with parental responsibility.

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Why We Use Personal Information

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We may process personal information for purposes including:

• Registering gymnasts for classes

• Managing class places

• Managing waiting lists

• Maintaining attendance registers

• Communicating with parents and guardians

• Collecting and recording payments

• Providing gymnastics coaching

• Monitoring gymnast progress

• Managing awards and progression

• Managing health and safety

• Responding to emergencies

• Providing appropriate support for medical conditions or additional needs

• Arranging membership and affiliation

• Entering gymnasts into competitions

• Organising events, workshops and activities

• Responding to questions, concerns or complaints

• Maintaining safeguarding records

• Meeting insurance requirements

• Meeting legal, regulatory and accounting obligations

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Our Lawful Reasons for Using Your Information

UK data protection law requires us to have a lawful reason for processing personal information.

The lawful basis will depend on why the information is being used.

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Contract

We may need to process personal information to provide a service you have requested.

For example:

• Registering your child for a class

• Reserving a class place

• Taking payment

• Communicating information about your child's sessions

• Providing coaching

• Processing competition or event entries

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Legal Obligation

We may process information where this is necessary to comply with a legal obligation.

This may include certain:

• Health and safety records

• Safeguarding information

• Financial and accounting records

• Employment and volunteer records

• Insurance-related information

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Legitimate Interests

We may process information where there is a legitimate business or sporting reason for doing so and where that use does not unfairly override an individual's rights.

This may include:

• Maintaining attendance registers

• Managing waiting lists

• Maintaining emergency contacts

• Responding to questions or complaints

• Monitoring gymnast development

• Maintaining appropriate administrative records

• Operating the gymnastics facility safely

Particular care will be taken when legitimate interests involve information relating to children.

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Consent

Consent may be relied upon where appropriate, including for certain:

• Promotional photographs

• Promotional videos

• Marketing communications

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Where we rely on consent, it may be withdrawn at any time.

Medical, Health & Additional-Needs Information

Medical information and some information relating to disability or additional needs may be classed as special category personal data under UK data protection law.

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We may need this information to ensure a gymnast can participate safely and receive appropriate support.

Examples include:

• Medical conditions

• Allergies

• Medication requirements

• Injuries

• Disabilities

• Additional support needs

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Access to this information will be limited to those who reasonably need it for safety, welfare or administration purposes.

Special category information will only be processed where both an appropriate lawful basis and an appropriate additional condition under UK data protection law apply.

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Health & Safety

Parents and guardians are responsible for providing relevant information that could affect safe participation.

Please tell the relevant programme provider about:

• Medical conditions

• Allergies

• Medication requirements

• Injuries

• Disabilities

• Additional needs

• Any significant change in circumstances that could affect participation

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Relevant information may be made available to coaches or staff where reasonably necessary to support the gymnast safely.

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British Gymnastics

Where appropriate, gymnasts, coaches and other participants may be required to hold British Gymnastics membership.

Information may be shared with British Gymnastics where reasonably necessary for purposes such as:

• Membership

• Insurance

• Registration

• Competition entry

• Safeguarding

• Qualification or coaching requirements

• Governance and compliance

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British Gymnastics processes personal information under its own privacy notices.

Where British Gymnastics collects information on behalf of a registered club, the club may remain controller of the information collected for its own club purposes.

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Regional, County & Competition Organisations

Where required for participation, information may be shared with:

• Regional gymnastics associations

• County gymnastics associations

• Competition organisers

• Other recognised gymnastics organisations

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This may include information such as:

• Gymnast's name

• Date of birth

• Competition category

• Level

• Membership information

• Relevant club details

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Only information reasonably necessary for the relevant competition or activity will be shared.

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Competition results may be published by competition organisers or the business responsible for the entry.

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Gymnast Progression

We may record information about a gymnast's development, including:

• Skills achieved

• Award levels

• Training group

• Strength and flexibility

• Coach assessments

• Attendance

• Competition performance where relevant

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Competitive squad gymnasts may have more detailed training and performance records maintained by Whitehall Gymnastics Club.

Recreational gymnast progression records will be maintained by Ready to Compete Events where appropriate.

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Photography & Video

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Coaching Purposes

Gymnasts may occasionally be photographed or filmed during training for legitimate coaching purposes such as:

• Skill analysis

• Technique correction

• Routine development

• Coach education where appropriate

Footage recorded specifically for coaching purposes will not normally be used for promotional purposes without appropriate permission.

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Promotional Photography & Video

Where appropriate consent has been obtained, photographs or video may be used for:

• Our website

• Social media

• Promotional materials

• Newsletters

• Celebrating achievements

• Advertising gymnastics activities

Photography and video involving children will be managed in accordance with applicable safeguarding requirements.

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Waiting Lists

Where a class is full, prospective gymnasts may be placed on a waiting list.

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For Recreational Gymnastics, the waiting list is managed by Ready to Compete Events.

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For Whitehall Gymnastics Club activities, any applicable waiting list is managed by Whitehall Gymnastics Club.

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Contact information will be used to let you know when an appropriate space becomes available.

Sharing Information Between the Two Businesses

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Whitehall Gymnastics Club and Ready to Compete Events are separately operated businesses that use the same gymnastics facility.

Personal information is not automatically shared between the businesses simply because they operate from the same premises.

Information may be shared where there is an appropriate lawful reason, for example:

• Safeguarding

• An emergency

• Health and safety

• A requested move between programmes

• Shared-facility safety

• Insurance requirements

• A legal or regulatory obligation

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Only information reasonably necessary for the relevant purpose should be shared.

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Where a parent asks for a gymnast to move from one business's programme to the other, appropriate information may be transferred with the parent's knowledge where necessary to facilitate that move safely.

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Third-Party Service Providers

Each business may use third-party systems to help provide its services.

These may include:

• Class-management systems

• Membership systems

• Payment providers

• Banking providers

• Email providers

• Website services

• Accounting software

• Competition-management systems

• Cloud storage

• IT providers

Where another organisation processes information on our behalf, we will take appropriate steps to ensure personal information is protected.

 

Other Reasons We May Share Information

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Personal information may also be shared where reasonably necessary with organisations including:

• British Gymnastics

• Insurers

• Professional advisers

• Accountants

• Solicitors

• Health and Safety Executive

• HM Revenue & Customs

• Police

• Local authorities

• Information Commissioner's Office

• Safeguarding authorities

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Information may be shared where required by law or where necessary to protect a child or another person from harm.

We do not sell personal information to advertisers or other third parties.

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International Transfers

Some third-party technology providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, appropriate safeguards will be used where required under UK data protection law.

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How Long We Keep Information

Personal information will not be retained for longer than reasonably necessary.

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Different information may need to be kept for different periods depending on:

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• The reason it was collected

• Safeguarding requirements

• Insurance requirements

• Legal obligations

• Accounting and tax requirements

• Potential legal claims

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Financial and accounting records will be retained for the period required under applicable UK law.

Short-term coaching videos will normally be deleted when they are no longer required for the coaching purpose for which they were taken.

Safeguarding, accident and incident information may need to be retained for longer periods where appropriate.

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Keeping Information Secure

Reasonable technical and organisational measures will be used to protect personal information from:

• Loss

• Unauthorised access

• Inappropriate disclosure

• Alteration

• Misuse

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Access to personal information will be restricted to individuals who have a genuine reason to access it.

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Staff, coaches and authorised individuals are expected to maintain appropriate confidentiality.

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Your Data Protection Rights

Depending on the circumstances, individuals may have rights including:

• The right to be informed about how personal information is used

• The right to request access to personal information

• The right to request correction of inaccurate information

• The right to request deletion in certain circumstances

• The right to restrict processing in certain circumstances

• The right to object to certain processing

• The right to data portability where applicable

• The right to withdraw consent where processing is based on consent

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Not every right applies in every situation.

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Requests should be made to the business responsible for the relevant programme or activity.

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Contacting Us About Your Information

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Competitive Squad & Whitehall Gymnastics Club Activities

Whitehall Gymnastics Club

Email: whitehallgymnasticsclub@outlook.com

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Recreational Gymnastics & Other R2CE Actitvities and Events

Ready to Compete Events

Email: readytocompeteevents@outlook.com

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If you are unsure which business holds the information you are asking about, please contact either business and your enquiry can be directed appropriately.

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Complaints

If you have concerns about how personal information has been handled, please contact the relevant business first so that we have an opportunity to investigate.

You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how your personal information has been handled.

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Changes to This Privacy Notice

We will keep this privacy notice under review and may update it when our activities, systems, legal requirements or data-processing arrangements change.

Where significant changes affect existing customers, we will take reasonable steps to communicate those changes.

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Last updated: June 2026