AirAcro Gymnastics Club Privacy Policy

 

Last updated: 21/12/2025

AirAcro Gymnastics Club (“AirAcro”, “we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws.

This policy applies to all members, parents/guardians, staff, volunteers, and visitors whose personal data we process.

 

1. Who We Are

Organisation name: AirAcro Gymnastics Club
Data Controller: AirAcro Gymnastics Club
Contact email: info@airacro.com
Contact address: Home Farm, Slaugham Road, Staplefield, Haywards Heath, West Sussex, England, RH17 6AP.

AirAcro Gymnastics Club is the data controller responsible for your personal data.

2. Personal Data We Collect

We may collect and process the following types of personal data:

a) Members (Gymnasts)
  • Name, date of birth, gender
  • Address and postcode
  • Medical information (e.g. allergies, injuries, conditions relevant to participation)
  • Emergency contact details
  • Attendance and register records
  • Membership numbers (e.g. British Gymnastics, if applicable)
  • Photographs and video footage (with consent)
b) Parents / Guardians
  • Name and relationship to the member
  • Contact details (email address, phone number)
  • Online access details for parent viewing systems (e.g. CCTV viewing links)
c) Staff and Volunteers
  • Name and contact details
  • DBS check status and safeguarding information
  • Qualifications and training records
  • Emergency contact details
d) Visitors and CCTV
  • CCTV images and video recordings of individuals attending our premises

 

3. How We Use Personal Data

We use personal data for the following purposes:

  • Managing memberships, classes, and attendance registers
  • Ensuring the health, safety, and welfare of members
  • Communicating with parents/guardians regarding classes, events, and club matters
  • Providing secure online access to CCTV parent viewing systems
  • Safeguarding and child protection
  • Staff administration and compliance checks
  • Maintaining security of our premises via CCTV
  • Complying with legal and regulatory obligations

 

4. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Consent: For photographs, videos, and certain communications
  • Contract: To fulfil our obligations as part of membership or employment
  • Legal obligation: Safeguarding, health and safety, and regulatory requirements
  • Vital interests: To protect a child or individual in an emergency
  • Legitimate interests: Club administration, security, and CCTV monitoring (balanced against individual rights)

Where consent is used, it may be withdrawn at any time.

 

5. Medical and Special Category Data

Medical and safeguarding information is classed as special category data. We process this data only when necessary and with appropriate safeguards in place, usually based on explicit consent or vital interests.

 
6. CCTV and Online Parent Viewing

AirAcro uses CCTV for:

  • Safeguarding and child protection
  • Health and safety
  • Security of premises

Parents/guardians may be provided with access to a secure online CCTV viewing system for viewing training sessions only.

  • Access is restricted and monitored
  • Footage is not used for disciplinary or performance analysis
  • Recording, downloading, or sharing footage is strictly prohibited
  • CCTV footage is retained only for a limited period unless required for safeguarding or legal reasons

Signage is displayed to inform individuals that CCTV is in operation.

 

 
7. Data Sharing

We do not sell personal data. We may share data only where necessary, including with:

  • British Gymnastics or other governing bodies
  • Coaches, staff, and volunteers (on a need-to-know basis)
  • Medical professionals or emergency services (if required)
  • IT and system providers (e.g. membership systems, CCTV platforms)
  • Legal or regulatory authorities when legally required

All third parties are required to comply with UK data protection law.

 

 
8. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data, including:

  • Secure digital systems and password protection
  • Limited access to personal data
  • Secure storage of paper records
  • Regular review of data retention and access rights

 

9. Data Retention

We retain personal data only for as long as necessary:

  • Membership records: for the duration of membership and a reasonable period thereafter
  • Medical and accident records: in line with safeguarding and insurance requirements
  • CCTV footage: typically retained for a short period (e.g. 14–30 days) unless required for investigation
  • Staff records: in line with employment and legal requirements

 

10. Your Data Protection Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data
  • Request correction of inaccurate data
  • Request erasure of data (where applicable)
  • Restrict or object to processing
  • Data portability (where applicable)
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO contact details:
Website: https://ico.org.uk
Helpline: 0303 123 1113

 

11. Children’s Data

We recognise the importance of protecting children’s personal data. Parental or guardian consent is required where appropriate, and data is handled with enhanced care and security.

 

12. Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available upon request or on our website.

 

13. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

AirAcro Gymnastics Club
Email: info@airacro.com