Privacy Policy

Your privacy is extremely important to GB Aesthetic Group Gymnastics Federation and we are fully committed to providing you with clear and transparent information about how we use your personal information. We value the trust you give us when sharing your personal information. We will ensure robust measures are in place to keep your information secure and will only use it for the purposes outlined in this notice.

This notice outlines how we process personal information when you use the GB Aesthetic Group Gymnastics Federation (GBAGGF)website, or any other GB Aesthetic Group Gymnastics Federation (GBAGGF) websites that link to this Privacy Policy or send communications to us. The notice also applies to anyone who registers for services as a GBAGGF subscriber or any services open to non-members. GB Aesthetic Group Gymnastics Federation is the sole controller of the information provided for these purposes and will only use your information in accordance with this notice, the GB Aesthetic Group Gymnastics Federation (GBAGGF Membership Privacy Notice and the GB Aesthetic Group Gymnastics Federation Privacy Notice – Individuals representing registered, affiliated and partner organisations if you hold current GBAGGF membership.

Information we collect about you when you use our website

You do not need to give us any information about yourself to view the GB Aesthetic Group Gymnastics Federation (GBAGGF) website. When you access the website, our webserver logs your Internet Protocol (IP) address (a unique set of numbers that identifies one or more devices on a computer network), browser identifier and the time of access.

Our website uses cookies.

Our website contains links to other third-party websites and we also participate on social media websites including, but not limited to Facebook, Twitter, YouTube and Instagram. We may share content from websites such as these on our websites; however, we do not control the privacy practices of such websites. For further information, you should refer to the relevant website’s privacy policy.

 Our website provides access to some other services, including the option for you to become a GB Aesthetic Group Gymnastics Federation (GBAGGF) subscriber.

 GB Aesthetic Group Gymnastics Federation (GBAGGF) subscribers can register to receive news and other information from us by email and can also register for GB Aesthetic Group Gymnastics Federation (GBAGGF) courses that are otherwise only available to members. You may need to provide some additional information about yourself to access these services or if you contact us in another way.

 To become a GB Aesthetic Group Gymnastics Federation (GBAGGF) subscriber, to subscribe to our communications, we collect the following information about you:

  • Confirmation that you are over 13 years of age

  • Email address

  • Marketing preferences

If you become a subscriber to register for a course or you wish to take part in volunteering, we will need to collect other information about you, which will vary dependent on what service you are accessing, but may include:

  • Date of birth

  • Contact information (email, telephone and postal address)

  • Payment and transactional information (we do not store any credit/debit card details)

  • Your interests and preferences

  • Prior knowledge, skills and experience and expectations

  • Emergency contact details

  • Medical, health and disabilities information

  • Specific support needs

  • Dietary requirements and allergies

If you communicate with us through our website for another reason, we usually collect:

  • Your contact details (as required to provide a response)

  • Details of your request, query or concern

  • Your membership number where applicable

How we use your information for contractual purposes

When you ask us to provide a coaching or judging qualification or any other learning activity or wish to participate in an activity or event open to non-members, we need to process your information because it is necessary to provide the service. This includes:

  • Confirming that you have signed up for the service and to inform you of arrangements relating to that service;

  • Confirming that you comply with any registration/entry requirements and terms and conditions, including notifying you of any specific changes;

  • Informing you of results where relevant;

  • Payments or sending you receipts as required;

  • Coaching and judging courses.

If you register for a

GB Aesthetic Group Gymnastics Federation (GBAGGF) course as a GBAGGF subscriber, we will use your details to provide and administer the course and any relevant assessments, to confirm results and/or issue certificates. If there are any age restrictions for the course, we will need to verify that you meet the criteria.

We have a legal obligation under the Equality Act 2010 to make any reasonable adjustments for individuals with disabilities who need these to be able to access the requested service. We also have a duty of care to ensure it is safe for you to take part in our activities and to keep you/them safe while participating or in an emergency. With your explicit consent, we will review any information you provide, and if required we will contact you for further information to enable us to understand how to meet your needs and to complete any required risk assessments. In most cases, we will only retain this information for six months after the event, unless there is another lawful reason why we need to continue to hold this information e.g. for insurance or other claims purposes. We will retain a record of your qualification for 70 years. Unless you ask us not to, we will retain your date of birth as it allows us to identify you if you ever require a re-print of your qualification certificate or wish to transfer from being a GB Aesthetic Group Gymnastics Federation (GBAGGF) subscriber to a member.

Promotions, prize draws or competition

If you enter one of our prize competitions, we will contact you if you are a prize winner. We will only identify you as a prize winner in our publications if you have given your consent.

How we use information about you for legitimate purposes

We process personal information about you for the following purposes where we have a legitimate interest to do so:

  • Responding to questions, feedback and requests for information or support;

  • Responding to specific requests for information;

  • Monitoring the effectiveness of our website and communications;

  • Responding to complaints about the GBAGGF website and services or organisations and individuals that we regulate;

  • Responding to expressions of interest in becoming a gymnastics volunteer;

  • Responding to requests to recognise the efforts of a volunteer.

We have carried out legitimate interest assessments (LIA) to ensure that the above processing activities are necessary and are carried out in a way that ensures a balance between our interests and those of any other relevant third parties, in processing information about you and your own individual interests, rights and freedoms in respect of this information. As part of these assessments, we have identified appropriate safeguards, especially to protect the interests of data subjects who are children. We can provide details of these assessments on request.

You have the right to object to any of the processing which we undertake based on legitimate interests depending on your own individual circumstances. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your individual interests, rights and freedoms or we need to continue to process your information in connection with a legal claim. If you wish to object to any of the processing activities we undertake based on legitimate interests, you can contact our DPO or use our Objection to Data Processing form. Please bear in mind that in some cases, if you object this may affect our ability to carry out the tasks above for your benefit.

Marketing

Non-members are able to sign up as GB Aesthetic Group Gymnastics Federation (GBAGGF) subscribers for the purpose of receiving marketing communications. Where we are providing online services that require your consent, we have a legal obligation to verify that you are old enough to sign up to these services. In the UK, users need to be over 13 years of age.

If you subscribe to receive GB Aesthetic Group Gymnastics Federation (GBAGGF) newsletters or other marketing information such as the GBAGGF magazine, we will use the email address you provide to send you relevant information based on your preference.

We use MailChimp to send out and monitor these communications. MailChimp is a US-hosted third-party provider which is self-certified as adhering to the EU-US Privacy Shield. For more information, please see MailChimp's Privacy Policy.

You will be able to log in to your account at any time to amend your preference. You can also amend your preference or amend your personal details by clicking on the link at the bottom of any email communication. If you no longer wish to receive these emails, you can unsubscribe by following the instructions in our marketing emails.

Other lawful reasons for using information about you

We may need to process information about you to comply with applicable laws and protect our legitimate interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative purposes (including disclosure of such information in connection with legal process or litigation).

Why we share information about you

Except in the ways outlined above, we will not share any information you have provided without your consent, unless there is a legal or other legitimate reason to do so or it is necessary to provide the service you have requested.

Where it is necessary to share your personal information, we will limit the personal data that we share to the minimum required to provide the service and the provider will only be able to use personal data for the specific purposes for which it was shared. If we stop using the service, we ensure your data is deleted or securely returned to us.

How long we keep information about you

We will retain your personal data as long as is necessary to provide the services to which you have subscribed, or where we have another legitimate and lawful reason to do so. In addition to the retention periods highlighted in relevant areas of this notice, we may need to retain some information to comply with our legal obligations such as financial/accounting records which need to be retained for six years from the end of the relevant tax year.

As the reason for retaining certain types of information varies, retention periods can vary significantly. Please contact our Data Protection Officer (DPO) if you require any further information on specific retention periods.

Transfers of data out of the EEA

We may transfer your personal information to third-party data processors who are based in countries outside the European Economic Area (EEA). We use some US-based companies that provide services such as IT, communications and data analytics service such as MailChimp, Google Analytics and Freshworks. We only use US-based organisations that are self-certified as adhering to the EU-US Privacy Shield.

We will not transfer your information to any processors based in other countries outside the EEA unless there is a European Commission adequacy decision for the specific country to which the data is transferred, or where we can be certain that there are adequate safeguards provided for your information and individual rights standards that meet the GDPR requirements. Please contact our Data Protection Officer (DPO) if you require any further information relating to international transfers.

Your rights in respect of your personal information

You have important rights under data protection law. In summary these include:

  • To be informed about how your information is processed

We hope that the information in our privacy notice has achieved this but please contact our DPO if there is any additional information you require.

  • To access any personal data held about you

You have the right to see the personal information we hold about you. This is called a Data Subject Access Request (DSAR/SAR). You can log in to your subscriber account at any time to view the information we hold about you. You can also request a copy of any other personal information that we hold by writing to our DPO. If you wish, you can make your request using the GB Aesthetic Group Gymnastics Federation (GBAGGF) DSAR form.

  • To have your data rectified if it is inaccurate

If we do hold information about you, you can ask us to correct or amend any inaccurate or incomplete information by contacting us in writing at the address on our contact page. We will either make the requested amendments or provide an explanation as to why we are not making changes.

  • To have your data deleted (except if there is a valid lawful reason to retain it)

You have a right to request the deletion of your information in advance of our standard retention periods. We will delete this information unless there is a lawful reason for the information to be retained. If you are a GB Aesthetic Group Gymnastics Federation (GBAGGF) subscriber, you can also log in to your account at any point to amend or delete some of the information held in your account that has changed or is no longer accurate.

  • To have your information restricted or blocked from processing

If you object to processing, we will restrict the processing of your information for the purpose to which you are objecting whilst we review your objection.

  • To portability

  • To object to any processing based on legitimate interests, automated decision-making including profiling and to your personal information being used for direct marketing activities

To exercise any of these rights or if you have any questions about our Membership Privacy Notice please contact our Data Protection Officer (DPO) on the contact details provided below.

While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.

How to contact us

We hope that you have found this information helpful but if you have any questions or concerns, please contact us at info@gbaggunion.com