Privacy Policy

Introduction

This Privacy Policy explains how Sherwood Oaks Gymnastics Academy (“the Club”, “we”, “us”, “our”) collects, uses, and protects your personal information. It is intended to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are committed to protecting your privacy and handling your data in a fair, transparent, and lawful way.

Who We Are

Sherwood Oaks Gymnastics Academy is a registered charity and company, based at:

Unit 10, Balwant Business Park, Coxmoor Road, Sutton-in-Ashfield, Notts, NG20 5LA

We are the Data Controller, which means we decide how and why your personal data is used.

If you have questions, you can contact us (see details at the bottom of this policy).

What Personal Data We Collect

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

  • Parent/guardian contact details (name, phone, email, address)

  • Child’s details (name, date of birth, relevant medical information)

  • Emergency contact details

  • Payment details (processed via GoCardless)

  • Attendance and membership information

  • Accident/incident forms or first aid logs (if applicable)

How We Use Your Data

We only collect the data we need to run the club safely and effectively. This includes:

  • Managing club membership through our secure online system (Coacha)

  • Processing payments via GoCardless

  • Contacting parents/guardians about classes, events, or emergencies

  • Meeting legal, insurance, and safeguarding obligations

  • Storing accident/incident forms (for legal/insurance purposes)

Paper forms are used only when necessary (e.g. if internet access is unavailable) and are securely stored in a locked cabinet.

Legal Basis for Processing

We process your data under the following lawful bases:

  • Contractual necessity – to provide gymnastics services you have signed up for

  • Legitimate interests – for club administration, safeguarding, and communication

  • Consent – for specific situations such as storing sensitive (medical) data

Where we rely on consent, you can withdraw this at any time.

Special Category (Sensitive) Data

If you provide medical information to ensure your child’s safety, we will only keep it while your child is an active member. It will be securely deleted if membership ends.

Sharing Your Data

We only share your information when necessary, and always securely. This may include:

  • Coacha (our GDPR-compliant club management system)

  • GoCardless (to process payments)

  • Dropbox (for temporary storage of competition entry forms)

  • Officials, governing bodies, and event organisers (for competition entries and safeguarding)

All third parties are required to comply with UK GDPR and have appropriate safeguards in place.

We will never sell your personal data.

Data Retention

We keep your data only as long as necessary:

  • Membership details – while your child is an active member

  • Payment records – as required for HMRC and accounting purposes

  • Accident/first aid forms – up to 5 years (in line with insurance/legal requirements)

  • Medical information – deleted once your child leaves the club

Cookies & Website Use

Our website uses cookies to:

  • Ensure basic site functionality (e.g. logins, preferences)

  • Improve user experience

  • (If applicable) Collect anonymous analytics data (e.g. via Google Analytics)

If analytics or tracking cookies are used, you will be asked for consent via a cookie banner.

Your Rights

You have the right to:

  • Request a copy of the personal data we hold about you

  • Ask us to correct inaccurate or incomplete information

  • Request that we delete your data when it is no longer needed

  • Withdraw consent where we rely on it

  • Restrict or object to certain types of processing

  • Request transfer of your data to another provider

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Further Processing

If we ever need to use your data for a new purpose not covered by this policy, we will provide you with a new notice explaining why before we do so.

Contact Us

If you have any questions about how we use your data, please contact:

📧 info@sherwoodoaksga.co.uk

📞 07952 582898

📍 Sherwood Oaks Gymnastics Academy, Unit 10, Balwant Business Park, Coxmoor Road, Sutton-in-Ashfield, Notts, NG20 5LA

You can also contact the Information Commissioner’s Office (ICO):