Data Privacy - GDPR

Privacy Policy – Website & Communications

This Privacy Notice takes effect on 25 May 2018
Your privacy is extremely important to Plymouth Swallows 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.

You can contact our Data Protection Officer (DPO) at This email address is being protected from spambots. You need JavaScript enabled to view it. or at Plymouth Swallows School of Gymnastics PL68BE if you have any questions.

This notice outlines how we process personal information when you use our website, or any other communications to us. The notice also applies to anyone who registers for services as a Plymouth Swallows subscriber or any services open to non-members. Plymouth Swallows is the sole controller of the information provided for these purposes and will only use your information in accordance with this notice.

About Us
Plymouth Swallows School of Gymnastics is a ‘not for profit’ organisation. We provide a number of benefits including the opportunity for members of the clubs to participate in our activities, which include Recreational classes, Club classes, competitions, squads, clinics and other learning and development activities. We cater from toddlers to adults.

Information we collect about you when you use our website
You do not need to give us any information about yourself to view the Plymouth Swallows website. When you access the website, our web server 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. Click here to view our cookies policy.

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

Plymouth Gymnastics subscribers can register for Holiday Clubs via downloads on our website. You may need to provide some additional information about yourself / child to access these services or if you contact us in another way. We may require;
  • Confirmation that you are over 13 years of age
  • Email address
  • Date of Birth
  • Contact information (email, telephone and postal address)Payment and transactional information (we do not store any credit/debit card details)
  • 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 via e-mail, phone or our website, we usually collect:
  • Your contact details (as required to provide a response)
  • Details of your request, query or concern
Promotions, prize draws and competitions
If you enter one of our prize competitions or raffles 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.
Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine reason to need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach and will notify you and the ICO of any personal data breaches in line with our legal obligations.

Reasons we collect and use your personal information
The legal reasons we rely on to process information about you or your child are as follows:
  • Performance of a contract – where you sign up to a service we provide, we will need to use your personal information to provide that service including accounting purposes.
  • Safeguarding – asking you to provide information about any disabilities or medical information so that we can support access to our services and keep people safe.  
  • Consent – To take and publish photographs at small regional events.
We also process personal information for the following legitimate interests:
  • To respond to any general queries and complaints;
  • To conduct committee and other Charity business;
  • To support our squad gymnasts by monitoring performance and individual needs;
  • To provide information to British Gymnastics for regulatory and operations purposes and to enable the Club to participate in relevant British Gymnastics activities;  
  • To hold emergency contact information for relevant individuals;
  • To promote our activities by publishing information, photographs from our regional events , news and competition results on our website and through social media.
  • To respond to misconduct and safeguarding concerns.

Responding to questions, feedback and requests for information or support
You can contact us by telephone, email or letter. We do not record calls or retain any records of calls. However, if you are a Plymouth Swallows member or subscriber, we may log important calls and other communications on your account. We will use the information you provide to respond and will retain any correspondence for up to one year after the matter is resolved.
If you send us a private or direct message via a Plymouth Swallows social media account, the message will be stored on the relevant social media platform and we will respond to you via that account. Please see the relevant social media privacy policy for further information.

We may use communications information to compile anonymous statistical reports.
Monitoring the effectiveness of our website and communications
We also use your IP address to analyse the number of people who are accessing our website at any one time. This information helps us to make improvements to our website and services.

Responding to complaints / welfare issues
We use the personal information provided to respond to the complaint and to monitor the service we provide. If the complaint is about another person, we usually need to share the complainant’s identity with whoever the complaint is about. If a complainant does not want information identifying him or her to be disclosed, we will try to proceed but it is often not possible to handle a complaint on an anonymous basis.
We will retain information relating to complaints for three years from the point that the matter is closed unless there is a legitimate and lawful reason to retain the information for longer e.g. for safeguarding, regulatory or compliance purposes or to exercise or defend legal claims.

Responding to expressions of interest in becoming a gymnastics volunteer
If you express an interest in volunteering, we will use the information you provide on your interests to identify and inform you about appropriate volunteering opportunities. We will not share any information you have provided with any other organisations unless you agree and will delete this information after 1 year unless you become an active member of our volunteer workforce.

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 interest rights and freedoms. If you wish to object to any of the processing activities we undertake based on legitimate interests, you can contact our DPO on This email address is being protected from spambots. You need JavaScript enabled to view it.

Photography and sharing
You have the right to object to any sharing of images on our website or social media, please inform us if this is the case and contact our DPO. For more information please see our Club Photography policy.
Click here to view our Use of Photography policy.

 Where we are providing an online service that requires 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.
We will use the email address you provide to send you relevant information based on your preference.

How long we keep information about you?
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.

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.
  • 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 This email address is being protected from spambots. You need JavaScript enabled to view it.
  • 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 British Gymnastics 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.
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.

Changes to the privacy policy
We keep our privacy notices under regular review. This notice was last updated on 25th May 2018.

How to contact us
We hope that you have found this information helpful but if you have any questions or concerns, please contact our Data Protection Officer (DPO) who will be pleased to help you.

Data Protection Officer

Plymouth Swallows School of Gymnastics

Blunts Lane