1. Who We Are

Woking Gymnastics Club (“WGC”) is the data controller and complies with the UK GDPR and Data Protection Act 2018.
 

2. Who This Applies To

• Members and prospective members

• Parents/carers of junior members

• Volunteers, officials, and staff

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3. British Gymnastics

WGC is affiliated with British Gymnastics. Individual BG membership is a condition of

participation. Some personal data is collected and held by BG on our behalf.

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4. Information We Collect

Including but not limited to:

• Contact and emergency details

• Dates of birth

• Gender (where required for competition)

• Medical and safeguarding information

• Attendance and progression records

• Accident and incident records

• Payment details

• Images and video (where permitted)

• Volunteer checks and training records

Essential information is required for participation.

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5. Special Category Data

We process medical, safeguarding, and inclusion data lawfully, securely, and only where

necessary, with access limited on a need-to-know basis.

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6. Lawful Bases

We process data under:

• Contract (membership and services)

• Legal obligation (safeguarding, insurance, equality, safety)

• Legitimate interests (administration, attendance, competitions)

• Consent (marketing, promotional media, Gift Aid only)

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7. Photography, Video & CCTV

• Coaching and safeguarding footage may be taken where necessary.

• Promotional images or videos are used only with consent and in line with BG

safeguarding guidance.

• CCTV is used for safety and security and retained for limited periods unless legally

required.

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8. Sharing Information

Information may be shared with:

• British Gymnastics

• Competition organisers

• Insurers

• Medical professionals

• Safeguarding and statutory authorities

• Service providers acting on our behalf

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9. Data Retention

Personal data is retained only as long as necessary, for example:

• Financial records: up to 6 years

• Safeguarding records: as required by law

• Coaching footage: short-term

• Promotional media: up to 4 years unless archived for legitimate historical purposes

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10. International Transfers

Data is normally stored within the UK or EEA. Where transferred outside these areas, appropriate

safeguards are in place.

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11. Your Rights

You have the right to access, correct, restrict, object to, or request deletion of your data where

lawful, and to complain to the Information Commissioner’s Office (ICO).

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12. Contact

Andrew Challis

Chief Executive Officer & Data Protection Lead

andrew.challis@wokinggymnastics.co.uk

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13. Changes

This Privacy Notice may be updated periodically. Where changes are material, we will take

reasonable steps to notify members. The current version is always available on the WGC

website

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