Privacy Notice & Data Protection Notice
The City of Liverpool Gymnastics Foundation
1. Introduction
The City of Liverpool Gymnastics Foundation (“the Club”) is committed to protecting
personal data and respecting your privacy. This Privacy Notice explains how we collect, use,
store and protect personal information relating to members, parents/carers, staff and
volunteers, in accordance with the UK General Data Protection Regulation (UK GDPR) and
the Data Protection Act 2018.
This notice applies to you if you are:
• A member of the Club (including children)
• A parent or carer of a member
• A member of staff, coach or volunteer
2. About Us
The City of Liverpool Gymnastics Foundation
Company number: 09662266
Registered office address: 2 Queen Square, Liverpool, Merseyside, L1 1RH
Venue location: Steble Street, Liverpool, United Kingdom, L8 6QH
Email: cityofliverpoolgym@hotmail.com
For the purposes of data protection law, the Club is the data controller responsible for your
personal data.
3. Personal Information We Collect
Members (including children):
• Name, date of birth and gender
• Contact details and address
• Emergency contact details
• Relevant medical information
• British Gymnastics membership number
• Attendance, training and competition records
• Photographs and video recordings (where consent is given)
Parents / Carers:
• Names and contact details
• Relationship to the member
• Communication preferences
Staff, Coaches and Volunteers:
• Names and contact details
• Date of birth
• DBS and safeguarding information
• Qualifications and training records
• Role, availability and attendance records
• Payment or expense details where applicable
4. How We Collect Your Information
We collect personal information:
• When you register or apply to join the Club
• When forms are completed via LoveAdmin
• When you communicate with us by email, telephone or in person
• From British Gymnastics where relevant
• During safeguarding, training or qualification checks
5. How We Use Your Information
We use personal data to:
• Administer membership and classes
• Provide gymnastics training and activities
• Ensure the health, safety and welfare of members
• Meet safeguarding, insurance and legal obligations
• Communicate with members, parents, staff and volunteers
• Manage payments, fees and expenses
• Organise events, competitions and activities
• Promote the Club where consent has been provided
6. Lawful Bases for Processing
We process personal data under the following lawful bases:
• Contract – to provide membership and services
The City of Liverpool Gymnastics Club
Steble Street Liverpool United Kingdom L86QH
Email: cityofliverpoolgym@hotmail.com
• Legal obligation – safeguarding, health and safety, financial records
• Legitimate interests – club administration and communication
• Consent – photographs, video and marketing communications
• Vital interests – medical emergencies
Special category data (such as medical or safeguarding information) is processed only
where necessary and in accordance with UK GDPR Article 9 and the Data Protection Act
2018.
7. Payment Information
Membership fees and most payments are processed securely through LoveAdmin and its
payment providers. The Club does not store or have access to card numbers or security
codes.
The Club may also accept card payments on-site using a card payment terminal. The
terminal processes payments directly with the provider and does not store card details.
8. Data Sharing
We may share personal data with:
• British Gymnastics
• Insurers
• Coaches, staff and volunteers on a need-to-know basis
• Medical professionals in an emergency
• Regulatory or legal authorities where required by law
We do not sell personal data to third parties.
9. How We Store and Protect Your Data
We use LoveAdmin as our primary data management system. We take appropriate technical
and organisational measures to protect personal data, including:
• Secure systems and passwords
• Restricted access to authorised individuals only
• Secure storage of any paper records
• Minimising data held outside LoveAdmin
10. How Long We Keep Your Data
We keep personal data only for as long as necessary:
• Membership records: duration of membership plus six years
• Financial records: six years
• Safeguarding records: in line with safeguarding guidance
• Staff and volunteer records: in line with legal and operational requirements
The City of Liverpool Gymnastics Club
Steble Street Liverpool United Kingdom L86QH
Email: cityofliverpoolgym@hotmail.com
11. Your Rights
You have rights under UK GDPR, including the right to:
• Access your personal data
• Request correction of inaccurate data
• Request deletion of data where applicable
• Restrict or object to processing
• Data portability
• Withdraw consent at any time
Requests should be made using the contact details above and will be responded to within
one month.
12. Data Breaches
Any personal data breach will be investigated and reported to the Information
Commissioner’s Office where required by law.
13. Complaints
If you are unhappy with how your personal data has been handled, you have the right to
complain to the Information Commissioner’s Office (ICO).
Website: https://www.ico.org.uk
14. Changes to This Notice
This Privacy Notice may be updated from time to time. Any significant changes will be
communicated where appropriate.
