Gymnastics With Nikki

 

Privacy Policy

 

For the purpose of running gymnastics classes at Gymnastics With Nikki, it is necessary to record personal information in relation to participants, future participants, and coaches.

In doing so, every effort is made to comply with the new GDPR law coming into effect on 25th May 2018 & replacing the Data Protection Act of 1988. Under the new law, individuals have:

 

  1. The right to access

This means that individuals have the right to request access to their personal data and to ask how their data is used by the company after it has been gathered.

  1. The right to be forgotten

If consumers are no longer customers, or if they withdraw their consent from a company to use their personal data, then they have the right to have their data deleted.

  1. The right to data portability

Individuals have a right to transfer their data from one service provider to another.

  1. The right to be informed

This covers any gathering of data by companies, and individuals must be informed before data is gathered. Consumers must opt in for their data to be gathered, and consent must be freely given rather than implied.

  1. The right to have information corrected

This ensures that individuals can have their data updated if it is out of date or incomplete or incorrect.

  1. The right to restrict processing

Individuals can request that their data is not used for processing. Their record can remain in place, but not be used.

  1. The right to object

This includes the right of individuals to stop the processing of their data for direct marketing. There are no exemptions to this rule, and any processing must stop as soon as the request is received.

  1. The right to be notified

If there has been a data breach which compromises an individual’s personal data, the individual has a right to be informed within 72 hours of first having become aware of the breach.

 

How your information is used & stored at Gymnastics With Nikki

 

Gymnasts - Personal information is collected and recorded at the time a gymnast joins a waiting list or given a space in a class either through filling in a GWN Registration Form or filling in a Space Request at the website www.gymnasticswithnikki.org.

The information collected includes gymnast name, address, telephone contact details, emergency contact, date of birth & medical conditions relating to each gymnast. 

 

Coaches/Helpers - When a coach or helper accepts a role within Gymnastics With Nikki they complete a GWN Personal Profile Form which details all their contact information purely for the running & correspondence of the classes.

 

This information is maintained & used by The Data Controller of Gymnastics With Nikki, Nikki Miller ONLY.

 

Necessary data is transferred to GYMBIZ (Thinksmart Software) for the class invoices & receipts, class register, notifications for badgework & staff registers for use in class by the Head Coach Nikki Miller.

 

Personal data is solely collected for organisation purposes e.g. to contact the family when a place arises, to allocate each gymnast a place in the appropriate class, to ascertain medical and/or learning issues that may affect participation in the class, for invoicing, emailing or texting parents, emergency contact information, important reminder information to everyone involved & ONLY those currently attending Gymnastics With Nikki.

 

Personal data is deleted from the Gymbiz database for those gymnasts and staff who have left Gymnastics With Nikki at the time of leaving. This includes all badge & skill passes, any text messages & emails sent while attending the organisation.

 

Consent forms & GWN Personal Profile forms are scanned to file & hard paper copies are not kept in any location.

All forms are shredded once on file & any device used saving copies of forms is kept securely in a locking filing cabinet when not in use. When a coach or gymnast leaves, all personal information is deleted off the device.

 

Personal details will never be passed to a 3rd party, GWN will not send marketing emails & this policy will be renewed every year & updated as necessary to comply with regulations.

 

How Your Information is Stored at GYMBIZ (Thinksmart Software)

 

This is what they have said on the new GDPR Law coming into effect on 25th May 2018 & your personal information they hold in the GYMBIZ App.

 

“After extensive cyber security work, we have proved that the software is incredibly secure and safe. The security results have shown that the 8 years of constant security updates and procedures by our IT team have ensured that our customer's data is secure and inaccessible from any unrecognised third parties.

One question we are being asked quite frequently is where your data is stored. In answer to this, your data is stored within our software via a cloud based server. This server is hosted in the UK and not outside of the EEA.

I'd also like to inform you all of some of the features that have been released, as well as ones are due for release over the next week to bring us all in line with new GDPR law.

- Passwords now must be 8 characters long, contain upper case and lower case, a number and a special character

- A forgotten password feature

- An opt out link for all marketing emails

- Privacy policy added to the OCR

- Opt in or opt out tick boxes within the OCR

- Bulk deletion feature for inactive data

I hope this updated Privacy Policy at GWN reassures you that all new GDPR guidelines are in force at my organisation.