PRIVACY NOTICE

 

This Privacy Notice explains how Zodiac Gymnastics Club (“we”, “us”, “our”) collects, uses, stores, and protects personal data.

Zodiac Gymnastics Club is a Charitable Incorporated Organisation (CIO) registered with the Charity Commission (Charity Number: 1175853).

Registered premises:
Zodiac Gymnastics Club
The Arc, 39 Western Drive
Caterham, Surrey
CR3 5XY

1. About this Privacy Notice

We are committed to protecting your personal data and respecting your privacy. This Privacy Notice explains:

  • What personal data we collect
  • How and why we use it
  • How we keep it secure
  • How long we keep it
  • Your rights under UK data protection law

This notice applies to all members, parents/guardians, waiting-list applicants, holiday-class participants, and website users.

2. Personal Data We Collect

We collect and process personal data when you join our waiting list, register for classes, book holiday activities, or otherwise interact with us.

This may include:

a) Child and Parent/Guardian Information

  • Child’s name, date of birth, and gender
  • Parent/guardian name(s)
  • Postal address and email address
  • Contact telephone numbers
  • Emergency contact details
  • Relevant medical, health, or additional-needs information necessary to ensure safe participation

b) Account and Communication Information

  • Records of correspondence if you contact us by email, phone, or in writing
  • Attendance records and class participation details

c) Payment Information

  • We do not store bank or card details
  • All payment and login credentials are managed securely by our third-party systems

Usernames and passwords are held securely by our membership management providers. Zodiac Gymnastics Club does not have access to passwords.

3. Lawful Basis for Processing

Under UK GDPR, we process personal data on the following lawful bases:

  • Contractual necessity – to provide gymnastics classes and related services
  • Legal obligation – safeguarding, health and safety, and accounting requirements
  • Legitimate interests – administration, communication, and debt recovery
  • Consent – for optional communications such as fundraising and promotional emails

You may withdraw consent at any time.

4. How We Use Your Information

We use personal data for the following purposes:

Contractual Purposes

  • Registering children on waiting lists and classes
  • Communicating about holiday classes and permanent sessions
  • Maintaining attendance records and fee administration
  • Managing billing and, where necessary, debt recovery

Legal and Safeguarding Purposes

  • Ensuring the health, safety, and welfare of participants
  • Recording and responding to accidents or incidents

Communication Purposes

  • Providing essential information (e.g. closures, competitions, kit requirements)
  • Fundraising and club-related updates (where consent has been given)

5. Accidents and Incident Records

If an accident occurs on our premises, an accident report will be completed.

We are legally required to retain accident records for:

  • Adults: 3 years from the date of the accident
  • Children: Until the child reaches 21 years of age

6. Data Retention

  • Most personal data is removed 12 months after you or your child stop attending the club
  • Minimal data is retained for 7 years for accounting and legal obligations
  • Pay-as-you-go registrants will be contacted every 6 months to confirm continued registration

7. Disclosure of Personal Data

We do not sell or share personal data with third parties for marketing purposes.

We may share data only when necessary and lawful, including with:

  • Emergency services
  • Debt recovery services
  • Professional advisers (e.g. accountants)
  • Our membership and data-management system providers

All third parties are required to handle personal data securely and lawfully.

8. Communications Preferences

We will only contact individuals who have:

  • Registered via our website, or
  • An ongoing relationship with the club

You may receive emails regarding:

  • Classes and holiday activities
  • Fundraising activities
  • Kit and clothing
  • Competitions or short-notice changes

You can manage your preferences or opt out at any time through your online account or by contacting us. Please note that opting out of essential communications may affect participation in classes.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate or incomplete data
  • Request erasure of your data (where applicable)
  • Restrict or object to processing
  • Withdraw consent
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Most data can be accessed and updated directly through your online account. Written requests can also be made at reception or via email.

10. Security of Your Data

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, or disclosure.

You are responsible for keeping your login credentials confidential.

While we take steps to maintain system security and availability, we cannot guarantee uninterrupted access or protection against events beyond our reasonable control, including cyber-attacks or internet transmission risks.

11. Changes to This Privacy Notice

We may update this Privacy Notice from time to time.
Any changes will be:

  • Published on our website
  • Displayed at reception
  • Communicated by email to those opted in

Continued participation in the club after changes take effect constitutes acceptance of the updated notice.

Last updated: 15/02/2026

Next review date: February 2029

 

12. Contact Details

Data Controller:
Zodiac Gymnastics Club
Email: zodiacgc@aol.com
Address: The Arc, 39 Western Drive, Caterham, Surrey, CR3 5XY

If you object to the processing of your data, please contact Coach Rachel to discuss your concerns.