Effective Date: 19/08/2025

Last Updated: 18/09/2025

At Kymnastics Ltd, we are committed to protecting your privacy. This policy outlines how we collect, use, store, and protect the personal information of our members, including children who attend our gymnastics classes, and their parents or guardians.

1. Who We Are

Kymnastics Ltd
Unit 16 Peninsula Business Park, Moreton, Wirral, CH45 4SQ
info@kymnastics.co.uk

We are a gymnastics club offering classes and activities for children and young people. This privacy policy applies to all personal data collected by us through registration forms, health questionnaires, email, phone, and in person.

2. What Information We Collect

We may collect the following types of personal information:

For Children:

• Full name

• Date of birth

• Medical history or health information

• Emergency contact details

• Attendance records

• Performance or progress notes

• Photographs or videos (with consent)

For Parents/Guardians:

• Full name

• Contact details (email, phone number, address)

• Consent and signature

• Payment information (if applicable)

3. How We Use Your Information

We use personal information only where necessary to:

• Register your child for classes

• Ensure the health and safety of your child during activities

• Communicate important information (e.g. class changes, emergencies)

• Process payments (if applicable)

• Record attendance and progress

• Promote the club (only with your consent for images/videos)

• Meet legal or safeguarding obligations

4. Legal Basis for Processing

We process personal data under the following lawful bases:

• Consent – e.g. for media use

• Contract – e.g. to provide services you sign up for

• Legal obligation – e.g. safeguarding or medical needs

• Vital interests – e.g. in an emergency situation

• Legitimate interests – e.g. maintaining class registers

5. How We Store and Protect Your Data

We take appropriate technical and organizational measures to keep your data safe and secure.

• Paper forms are kept in locked cabinets

• Digital records are stored on password-protected systems

• Access is limited to authorized staff only

• We regularly review our data protection practices

6. How Long We Keep Your Data

We keep personal data only for as long as necessary:

• Health/registration forms: up to 3 years after your child leaves the club

• Financial/payment records: 6 years (for tax purposes)

• Photos/videos: until consent is withdrawn or no longer needed

You can request deletion of your or your child’s data at any time unless we are required to retain it for legal reasons.

7. Sharing Your Information

We do not sell or share your information with third parties for marketing.

We may share limited data only when required to:

• Respond to medical emergencies (e.g. with healthcare professionals)

• Comply with legal or safeguarding obligations

• Use secure third-party systems for administration (e.g. online payment platforms), under strict confidentiality agreements

8. Your Rights

You have the right to:

• Access your or your child’s personal data

• Correct or update inaccurate information

• Withdraw consent at any time

• Request deletion of data (where lawful)

• Make a complaint to a data protection authority

To exercise your rights, contact us at:
📧 info@Kymnastics.co.uk

9. Use of Photos and Videos

We may take photos or videos during classes or events for promotional use (e.g. on our website or social media).
We will always seek explicit consent before using your child’s image and you may withdraw this consent at any time.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on our website or communicated directly to members.

📞 Contact Us

If you have any questions or concerns about how we handle your personal data, please contact:

Kymnastics Ltd Data Protection Contact
Email: info@Kymnastics.co.uk