At Olicana Gymnastics we take your privacy very seriously and we ensure that you and your child’s personal data is kept secure at all times. We are data controllers and are committed to complying with our legal responsibilities under data protection law and General Data Protection Regulation (GDPR).

We are registered with National Governing bodies UK Gymnastics Ltd (UK Gym) and British Gymnastics Ltd (BG). We are also affiliated with Yorkshire Gymnastics Association (YGS).


We only collect data which is relevant to the gymnastics activities we are providing:

  • Gymnast name, age, gender and date of birth
  • Medical history and current health conditions
  • Parent/carers contact details
  • Gymnast attendance and achievements
  • Communications from/to you

With your consent we may take photographs or videos for training or promotional purposes.


2.1. Contractual Purposes

To provide the gymnastics activity requested, communicate with you about this activity (fees & term dates) and changes to our terms, conditions and to process payments.

2.2. Legitimate Interests

To carry out risk assessments and the suitability of gymnasts to participate safely.

To identify and make any adjustments or adaptations if your child has special needs.

To respond to any queries, comments or complaints you may make.

To maintain class registers and contact details for emergencies and to be compliant with fire safety regulations.

With your consent publish photographs on our website or social media account for promotional purposes in line with our safeguarding policy.

With your consent use videos for training and coaching purposes with your child and other children.

For competitions both internal and external we are required to provide information such as name, age, dob, experience and training hours to ensure entry into the most appropriate category.

2.3 Marketing and Newsletters

We may contact you to advise you of competitions, workshops or events related to our club’s activities. We never share your data with any other organisations for marketing purposes.

You have the right to object to any of the above uses by contacting us. Please note that in some cases it may affect our ability to provide safe effective gymnastics activity. If we believe safety is compromised we may not be able to provide gymnastics coaching to your child.

2.4 Legal Obligations

We have a duty of care to ensure it is safe for you or your child to take part in gymnastics activity and to keep a safe environment. Some individuals may be at risk from participating in gymnastics due to a pre-existing condition or injury. You must let us know if there is any reason that would affect safe participation. With your agreement we will review any information you provide and make assessments and possibly consult with heath care professionals.

We have a legal obligation to ask for medical and health information.


We keep gymnast paper registration forms in a locked cupboard either at the sports hall or private address. During classes registration forms are kept in a supervised place for access in the case of emergencies.

Data is stored on a password protected spreadsheet (name, date of birth, email address) and email communications are password protected. Registration forms completed and submitted online can only be accessed by the Head Coach and Club administrator.

Access to data is strictly limited to the Head Coach and the Club Administrator. In the unlikely absence of the Head Coach during class, a supervising coach will be responsible for securing the registration forms as noted above.


With your consent we will share your data with third parties such as UK Gym Ltd, BG and YGA to enable us to arrange membership or enter your child in competitions. We may need to share details such as name, date of birth, training hours and membership number with other club competition organisers.

We may also need to share your data with Insurance Intermediaries or Underwriters to enable us to arrange appropriate insurance cover for club members, coaches and equipment.

If consent is not given this will prevent us from arranging membership and insurance which is compulsory for club membership. In this instance we will not be able to provide gymnastics activity to your child.

We may also share your data (name, contact details) with the NHS Covid-19 Track and Trace System if required.


You have a right to see the personal data we hold both on paper form and on our database. You may write to us for a copy of the information.

You may ask for your data to be amended if inaccurate.

If you/your child leaves the club we will delete your data within 2 years except for accounting/financial records which must be retained for 6 years in UK tax law. You have a right to request deletion of your data in advance of this unless there is a lawful or legitimate reason that we need to continue to hold your data.

We will keep our Privacy Notice under regular review.

Last updated July 2020.