Castle Gymnastics Club
Privacy Notice
Last updated: November 2026
1. Introduction
Castle Gymnastics Club Limited (CGC) is committed to protecting the privacy and personal information of our gymnasts, parents, guardians and anyone who interacts with our club.
We take our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously.
This Privacy Notice explains what personal information we collect, why we collect it, how it is used, how long we keep it and your rights regarding that information.
This notice applies to current and prospective gymnasts, parents and guardians, individuals joining our waiting lists and anyone registering for club activities.
Castle Gymnastics Club Limited is the data controller responsible for personal information processed in connection with our club.
2. Information We Collect
Depending on your involvement with CGC, we may collect:
Gymnast information
Full name and date of birth.
Class registrations, attendance and membership details.
Relevant medical conditions, allergies, disabilities and additional support needs.
British Gymnastics membership details.
Gymnastics progress, awards and competition results.
Accident, incident and safeguarding information where necessary.
Parent and guardian information
Names and contact details, including email addresses and telephone numbers.
Emergency contact details.
Registration and payment records.
Communications relating to your child's participation.
Photographs and videos
Where appropriate permission has been given, we may collect photographs and videos of gymnasts during classes, competitions and club events.
We aim to collect only the information reasonably necessary for operating our club safely and effectively.
3. How We Use Your Information
We use personal information to:
Manage waiting lists, trial bookings and class registrations.
Administer memberships, attendance and payments.
Communicate class information, cancellations, timetable changes and important club updates.
Maintain a safe and inclusive environment for all gymnasts.
Understand and accommodate relevant medical conditions and additional needs.
Contact parents, guardians or emergency contacts when necessary.
Manage British Gymnastics membership requirements.
Organise competitions, awards and other club activities.
Meet safeguarding, insurance, accounting and other legal obligations.
Respond to enquiries, concerns and complaints.
We will not use personal information for purposes incompatible with those described in this notice without an appropriate lawful basis.
4. Our Legal Reasons for Using Personal Information
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, CGC relies on:
Contract: To manage registrations, provide gymnastics classes, administer memberships and process payments.
Legal obligation: To comply with applicable accounting, tax, health and safety and other legal requirements.
Legitimate interests: To manage enquiries and waiting lists, maintain appropriate club records and operate the club safely and effectively, where these interests are not overridden by individuals' rights.
Consent: Where we request specific permission, such as using photographs and videos for promotional purposes.
Where processing relies on consent, that consent may be withdrawn at any time.
Certain information, particularly medical and health information, requires additional protection under UK GDPR. We process this information only where an appropriate lawful basis and an applicable special-category condition are satisfied.
5. Medical Information and Additional Needs
The safety and wellbeing of our gymnasts is extremely important.
During enrolment, parents and guardians are asked to provide relevant medical information, allergies, disabilities or additional support needs through our Thrive4 administration system.
This information helps CGC:
Understand individual requirements.
Make reasonable adjustments where appropriate.
Support gymnasts safely during activities.
Respond appropriately in emergencies.
Medical information is treated confidentially and is only accessible to authorised coaches and club personnel who require it for legitimate club purposes.
Where necessary, relevant information may be shared with emergency services or healthcare professionals.
Parents and guardians are responsible for informing CGC of changes to relevant medical information.
6. Registration, Waiting Lists and Payments
CGC uses Thrive4, provided through our club administration service, to manage waiting lists, trial bookings, registrations, memberships and related administration.
Information provided during registration is used to administer the relevant booking or membership and communicate with parents and guardians.
Payments are managed through our club administration and associated payment services. Relevant information may be shared with payment providers where necessary to process payments and maintain accurate financial records.
We retain appropriate accounting and payment records in accordance with applicable legal requirements.
7. British Gymnastics Membership
CGC is affiliated with British Gymnastics.
Where necessary, relevant membership information may be shared with British Gymnastics for registration, insurance, safeguarding and other applicable membership purposes.
British Gymnastics processes information in accordance with its own privacy arrangements.
8. Photography and Video
CGC may take photographs and videos during gymnastics classes, competitions and club events.
With appropriate parental consent, these may be used on our website, social media pages, club displays or promotional materials.
Photography consent is optional. Choosing not to give permission will not affect a gymnast's membership or participation in club activities.
We will not publish a child's full name alongside their image without separate parental permission.
Parents and guardians may withdraw photography consent at any time by contacting CGC.
Where consent is withdrawn, we will stop future use and take reasonable steps to remove images from platforms under our control. We may not be able to remove copies already shared or retained by third parties.
9. Club Communications
CGC uses email to communicate important information relating to gymnastics classes, memberships and club activities.
This includes:
Timetable changes and class cancellations.
Membership and payment information.
Competitions, awards and club events.
Other relevant announcements concerning club activities.
These communications form part of the administration and operation of CGC.
We do not currently use members' contact details for unrelated promotional marketing.
10. Accident, Incident and Safeguarding Records
CGC maintains records of accidents, injuries and incidents occurring during club activities.
These records are kept separately from our Thrive4 administration system, in paper form, and are stored securely with access restricted to authorised personnel.
Records may contain relevant personal and medical information and are used for safeguarding, health and safety, insurance and legal purposes.
Accident, incident and safeguarding records are retained for appropriate periods in accordance with applicable legal requirements, insurance conditions and relevant British Gymnastics guidance.
Once the applicable retention period has expired, records will be securely destroyed unless there is a legitimate reason for retaining them longer.
11. CCTV at Our Venue
CGC operates from Kenilworth Wardens Sports Club, which may use CCTV within its premises.
CGC does not operate or control the venue's CCTV system.
Any CCTV footage collected by the venue is managed by the relevant CCTV operator under its own data protection arrangements.
Where necessary, CGC may request information relating to an incident, subject to applicable data protection requirements.
12. Sharing Personal Information
CGC does not sell personal information to third parties.
Where necessary, we may share relevant information with:
British Gymnastics.
Club administration and payment service providers.
Authorised coaches and relevant club personnel.
Professional advisers and insurers.
Emergency services and healthcare professionals.
Relevant authorities where disclosure is required by law or necessary for safeguarding.
We take reasonable steps to ensure information is shared securely and only where appropriate.
13. Keeping Information Secure
CGC takes appropriate measures to protect personal information against unauthorised access, loss, misuse or disclosure.
Electronic information is managed through our club administration and other relevant systems, with access restricted to authorised individuals.
Paper records containing personal or sensitive information are stored securely and accessed only by authorised personnel.
We expect service providers handling personal information on our behalf to maintain appropriate data protection safeguards.
14. How Long We Keep Information
We retain personal information only for as long as necessary for the purposes for which it was collected, including applicable legal, safeguarding, accounting and insurance requirements.
Retention periods vary depending on the type of information.
Waiting-list information: Reviewed periodically and removed when no longer required.
Membership and contact information: Reviewed when membership ends and retained only where there is an ongoing legitimate need.
Medical information: Reviewed when membership ends and retained only where necessary.
Financial records: Retained in accordance with applicable tax and accounting requirements, generally for at least six years where relevant.
Accident, incident and safeguarding records: Retained for periods appropriate to the nature of the record and applicable legal, insurance and safeguarding requirements.
Photography permissions: Retained as necessary to manage and demonstrate consent.
When information is no longer required, it will be securely deleted, destroyed or anonymised.
15. International Data Transfers
Some technology and service providers used by CGC may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that appropriate safeguards are in place as required by UK data protection law.
16. Your Data Protection Rights
Under UK data protection law, you have rights relating to your personal information, subject to certain conditions and exceptions.
These include the right to:
Request access to personal information held about you.
Ask for inaccurate information to be corrected.
Request deletion of information in certain circumstances.
Request restriction of processing.
Object to certain uses of your information.
Request transfer of information where applicable.
Withdraw consent where consent is the lawful basis for processing.
To exercise these rights, please contact CGC using the details below.
17. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, administration systems or legal obligations.
The most recent version will be available on our website.
18. Contact Us
If you have questions about this Privacy Notice or how your personal information is handled, please contact:
Castle Gymnastics Club Limited
Email: admin@castlegymnastics.co.uk
You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Website: https://ico.org.uk
Telephone: 0303 123 1113