Privacy Policy for Dynamic Gymnastics Academy
Last Updated: July 26, 2025
Dynamic Gymnastics Academy (“we,” “our,” or “us”) is committed to protecting the privacy and personal data of our members, participants, parents/guardians, coaches, volunteers, and website visitors. This Privacy Policy explains how we collect, use, store, and share your personal information in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
As an organisation applying for Google for Nonprofits, we adhere to high standards of transparency regarding data handling to ensure a trustworthy online experience. This policy covers data collected through our academy activities and our integrated print-on-demand store.
1. Personal Information We Collect
We collect various types of personal information, depending on how you interact with us and the services you use.
Information you provide to us directly:
Identity Data: Name, date of birth, gender.
Contact Data: Postal address, email address, telephone numbers (home, mobile, emergency contacts).
Membership/Participation Data: Membership details, class registrations, attendance records, payment information (processed securely via third-party providers), participation history.
Health and Medical Data (Special Category Data): Relevant medical conditions, allergies, injuries, disabilities, and health declarations necessary for safe participation and emergency care. We will always seek explicit consent for this data where required.
Safeguarding Data: Information related to safeguarding concerns or incidents, collected in line with our safeguarding policies.
Communication Data: Your preferences for receiving marketing communications from us and your communication history.
Feedback Data: Information you provide through surveys, feedback forms, or when contacting us with queries or complaints.
Photography/Video Consent: Consent preferences regarding the capture and use of images/videos of participants.
Order Information (for our Print-on-Demand Store): When you make a purchase or attempt to make a purchase through our online store, we collect your name, billing address, shipping address, payment information (including credit card numbers), email address, and phone number.
Information we collect automatically (Device Information):
When you visit our website (www.dynamicgymnasticsacademy.com), we automatically collect certain information about your device, including your web browser, IP address, time zone, and some cookies installed on your device. We also collect information about the individual web pages you view, what websites or search terms referred you to our site, and how you interact with our site. We refer to this as “Device Information.”
We collect Device Information using technologies such as:
Cookies: Data files placed on your device. For more information about cookies and how to disable them, visit http://www.allaboutcookies.org” target=”_blank”>http://www.allaboutcookies.org.
Log files: Track actions on the Site, collecting data like your IP address, browser type, and date/time stamps.
Web beacons, tags, and pixels: Electronic files used to record information about how you browse the Site.
2. How We Use Your Personal Information (Lawful Bases)
We use your personal information for specific purposes and only when we have a valid “lawful basis” under UK GDPR:
To Fulfil Our Contract with You (Contractual Necessity):
Processing your membership application and managing your membership.
Enrolling participants in classes, training sessions, or events.
Processing orders and payments for merchandise from our print-on-demand store, and arranging for shipping.
Communicating with you about your participation, bookings, orders, and important academy updates.
For Our Legitimate Interests: (We ensure our interests do not override your rights and freedoms)
Operating and improving our gymnastics programmes and facilities.
Operating and improving our online print-on-demand store to support the academy’s mission.
Ensuring the safety and welfare of all participants and staff.
Maintaining records for administrative and accounting purposes.
Analyzing website usage (Device Information) to improve our online services and marketing efforts.
Protecting our legal rights and interests, and detecting/preventing fraud.
Sending you non-marketing communications directly related to your membership or participation or your store order.
Screening store orders for potential risk or fraud.
To Comply with Legal Obligations:
Meeting safeguarding requirements and reporting obligations.
Complying with health and safety regulations.
Responding to lawful requests from public authorities (e.g., police, local council).
Maintaining records as required by law (e.g., financial records, sales records).
With Your Consent:
Sending you marketing communications about our programmes, events, fundraising activities, or new merchandise where you have specifically opted in.
Processing Special Category Data (e.g., health information) for your participation, where explicit consent is the primary lawful basis.
Using photos or videos of participants for promotional purposes (e.g., on our website, social media, marketing materials), where explicit consent has been obtained. You have the right to withdraw consent at any time.
3. Children’s Personal Information
We take particular care when processing the personal information of children (individuals under 18 years of age).
Parental Consent: We will always seek and verify parental or guardian consent for the collection and processing of personal data related to children, especially for enrolment, health information, and promotional photography/video. Parents/guardians are responsible for ensuring that any purchases made through our print-on-demand store by a minor under their supervision comply with our Terms and Conditions.
Limited Collection: We only collect information about children that is necessary for their safe and effective participation in our programmes and for administrative purposes.
Direct Communication: Where appropriate and for non-sensitive matters (e.g., class cancellations), we may communicate directly with older children regarding their participation, but parents/guardians will always be kept informed of important matters.
4. Sharing Your Personal Information
We may share your personal information with third parties only when necessary and appropriate for the purposes outlined above:
Service Providers: Third-party providers who help us operate our academy and our store, such as:
Payment processors (e.g., Stripe, PayPal) to handle transactions.
Software providers for membership management, booking systems, or communication platforms.
Coaches or instructors (only relevant information for their role in participant safety and instruction).
Print-on-demand suppliers (e.g., Moray-Apparel, whose website is www.moray-apparel.com” target=”_blank”>www.moray-apparel.com) to fulfill orders from our online store, which includes sharing shipping addresses and order details.
Governing Bodies: Relevant sports governing bodies or associations (e.g., British Gymnastics) for registration, licensing, insurance, or competition purposes, as required by your membership.
Emergency Services: In case of a medical emergency, we may share necessary health information with paramedics or other medical professionals.
Legal & Regulatory Authorities: When required by law or a court order, or to protect our rights or the rights of others.
Website Analytics: We use Google Analytics to understand website usage. Google’s privacy policy can be found here: https://policies.google.com/privacy” target=”_blank”>https://policies.google.com/privacy. You can opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout” target=”_blank”>https://tools.google.com/dlpage/gaoptout.
We ensure that all third parties with whom we share data are committed to protecting your data and process it in compliance with UK GDPR.
5. International Data Transfers
Some of our service providers, including our print-on-demand partner, may process data outside the UK/European Economic Area (EEA), for example, if their servers are located in the United States. Where this occurs, we ensure that appropriate safeguards are in place to protect your personal data, such as standard contractual clauses approved by the UK Information Commissioner’s Office (ICO) or other legally recognised mechanisms.
6. Data Security
We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. This includes secure servers, encryption, access controls, and regular staff training. However, no method of transmission over the Internet or electronic storage is 100% secure.
7. Data Retention
We will retain your personal information only for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Typically, we will retain:
Membership and participation data for the duration of your membership plus [e.g., 6 years] for accounting and legal purposes.
Order information for purchases from our store for [e.g., 6 years] for accounting, tax, and consumer protection purposes.
Health and emergency contact information for the duration of participation plus a reasonable period for safeguarding or potential legal claims.
Consent records for marketing for as long as consent is active or legally required.
8. Your Rights Under UK GDPR
Under UK GDPR, you have the following rights regarding your personal data:
Right to be Informed: To know how your data is being used (as explained in this policy).
Right of Access: To request a copy of the personal information we hold about you (a “Subject Access Request”).
Right to Rectification: To request that inaccurate or incomplete data we hold about you is corrected.
Right to Erasure ( “Right to be Forgotten”): To request that your personal data is deleted in certain circumstances.
Right to Restrict Processing: To request that we limit the way we use your data in certain situations.
Right to Data Portability: To receive your personal data in a structured, commonly used, and machine-readable format and to have it transmitted to another controller where technically feasible.
Right to Object: To object to the processing of your personal data in certain circumstances (e.g., for direct marketing).
Rights in relation to Automated Decision Making and Profiling: Not to be subject to a decision based solely on automated processing which produces legal effects concerning you or similarly significantly affects you. (Note: We do not typically engage in such processing).
To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.
9. Marketing Communications
We will only send you marketing communications (e.g., newsletters, promotions, information about new merchandise) if you have given us your explicit consent to do so. You can opt-out of receiving marketing communications at any time by following the unsubscribe link in our emails or by contacting us directly.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The “Last Updated” date at the top of this policy will indicate when it was last revised. We encourage you to review this policy periodically.
11. Contact Us & Complaints
If you have any questions about this Privacy Policy, our data practices, or if you wish to exercise any of your rights, please contact us:
For general academy enquiries: By email at enquiries@dynamicgymnastics.co.uk
For clothing store order related enquiries: By email at clothing@dynamicgymnastics.co.uk
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator. You can find their contact details on their website: www.ico.org.uk.