About this Policy
This policy explains when and why we collect personal information how we use it and how we keep it secure and your rights in relation to it.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Data Protection Commissioner (https://www.dataprotection.ie/). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
Who are we?
We are Douglas Gymnastics Club Ltd. We can be contacted at Unit 17, Southside Industrial Estate, Pouladuff Rd., Cork or email@example.com
What information we collect and why
|Type of information||Purposes||Legal basis of processing|
|Prospective Member’s Name, Date of birth / Gender / Previous Gymnastics Experience & Next of Kin contact details (name, email & phone)||Managing membership waiting lists, and events. Providing updates regarding Club activities such as trainings, meetings, other club events.||Consent: For the purposes of managing membership waiting lists. For the purposes of promoting the Club events and activities|
|Member’s Name, Date of birth / Gender||Managing membership categories, groups and entry into events which are age related. Entry into events. Registration with Gymnastics Ireland. Provision of adequate facilities for members, and determining membership trends and capacity planning.||For the purposes of our legitimate interests in operating the club. For the purposes of our legitimate interests in holding events and structuring classes for the benefit of members of the Club. For the purposes of our legitimate interests in promoting the Club.|
|Member’s name, address, telephone numbers, e-mail address(es)||Managing the Member’s membership of the Club, including updates and changes to classes and events. Providing updates regarding Club activities such as trainings, meetings, other club events. Creating and managing the Club’s online Membership Directory.||For the purposes of our legitimate interests in operating the club.|
|The names, address(es), phone numbers, email addresses of member’s parents/guardians/ next of kin/emergency contact person||Managing the Member’s membership of the Club, including updates and changes to classes and events. Providing updates regarding Club activities such as trainings, meetings, other club events. Creating and managing the Club’s online Membership Directory.||For the purposes of our legitimate interests in operating the club. Contacting parents/guardians/ next of kin/emergency contact person in the event of emergency.|
|Financial data related to a member’s transactions with the club||To record membership dues, issue receipts, and for accounting and audit purposes.||For the purposes of our legitimate interests in operating the club.|
|Medical status, or injuries that are relevant to performance and participation in club activities.||Conditions that are relevant to a member’s participation in gymnastics activities may require adjustments to classes and training programmes.||Consent. For the purposes of the safety, welfare and performance of members.|
|Photos and videos||Putting on the Club’s website and social media pages and using in press release, and promotional activities. Analysis and appraisal of performance and sporting activities. Coach and Gymnast educational purposes.||Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time.|
|Performance and Technical data related to gymnastics performance||Gymnast performance data such as results, scores, and participation in past events,||For the purposes of our legitimate interests in operating the club. For the purposes of our legitimate interests in holding events and structuring classes for the benefit of members of the Club.|
|CCTV Footage||For the safety and security of the people we support, our staff, buildings, information located or stored on the premises, and assets. May be used to investigate security incidents in order to secure evidence, should such incidents occur.||For the purposes of our legitimate interests in ensuring the health, safety and security of users and visitors to our facility.|
|Coaches/Volunteer/Official’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.||Managing coaching, and delivery of services at the Club.||For the purposes of our legitimate interests in operating and promoting the Club and ensuring that we can contact those volunteering and coaching at the club|
|Employees and representatives of suppliers to the Club||Entering into and managing arrangements with suppliers||Entering into and performing contracts with suppliers|
How we protect your personal data
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
We use third-party data processors to process personal data on our behalf. Such service providers support Douglas Gymnastics Club especially relating to hosting and operating the website, membership databases, class management and payment. These processors may be located outside the European Union and we will ensure that adequate safeguards are in place to ensure the privacy and security of your data.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. For any payments which we take from you online we will use a recognised online secure payment system. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs below.
We will pass your personal data to Gymnastics Ireland for the purposes of carrying out their duties as National Governing Body for gymnastics in Ireland, and as holders of our group public liability, and personal accident insurance policies. Gymnastics Ireland may use third parties for data processing and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf. We do this for the purpose of our legitimate interests in operating the Club and for performing our services with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have agreements in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain relevant personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
We securely destroy all information once we have used it and no longer need it.
You have rights under the GDPR:
- You have the right to access the personal data we hold on you
- You have the right to correct and update the personal data we hold on you
- You have the right to have your personal data erased in certain circumstances
- You have the right to object to processing of your personal data
- You have the right to data portability
- You have the right to withdraw your consent to the processing of personal data for which consent was sought
- You have the right to object to the processing of personal data where applicable
- You have the right to take any complaints about how we process your personal data to the Data Protection Commissioner: https://www.dataprotection.ie/
For more details, please address any questions, comments and requests regarding our data processing practices to firstname.lastname@example.org
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