Privacy and photo consent

Kirklees Trampoline Gymnastics Academy Ltd (“KTGA”, “we”) is responsible for the personal information described here. We are the data controller.

Address: Huddersfield Leisure Centre, Spring Grove Street, Huddersfield HD1 4BP.

Contact for anything about your data: Aaron Sheehan, [email protected], or [email protected].

This notice covers families, gymnasts, adult members, camp and party bookers, and people who contact us. Our website has a separate short privacy and cookies page for website visitors.

About parents, carers and adult members: name, address, email, phone numbers, emergency contacts, and payment records.

About children and gymnasts: name, date of birth, class, attendance, progress and coaching notes, and competition or British Gymnastics membership details where relevant.

Health information: medical conditions, allergies, medication, additional needs, injuries, and accident records. This is special category data, so we take extra care with it.

Safeguarding records: concerns and what was done about them.

Photos and videos, in line with the choices you give us (see Part B).

Messages you send us by email, WhatsApp or our website form.

CCTV: KTGA has CCTV in the hall. We use it for the safety and security of everyone using the hall. The leisure centre may also have its own CCTV, covered by the centre operator’s privacy notice.

To run your child’s place, take bookings and collect fees. Lawful basis: contract.

To keep children safe, give first aid and handle emergencies. Lawful basis: legitimate interests and, for health data, vital interests in an emergency and your consent.

To meet safeguarding duties and follow British Gymnastics procedures. Lawful basis: legitimate interests and legal obligation.

To keep accounts and tax records. Lawful basis: legal obligation.

To send club news and service messages about classes. Lawful basis: legitimate interests. Marketing messages are only sent where the law allows, and you can opt out at any time.

To take and use photos and videos for KTGA marketing and coaching.

To keep the hall safe and secure (CCTV). Lawful basis: legitimate interests.

iClassPro: our booking, billing and parent portal system. It stores your account, booking, payment and medical information on our behalf.

Payment providers: iClassPro also processes card payments (for example camps and parties on the portal) for us. Bank transfers go through our bank, HSBC.

British Gymnastics: for membership, competitions and safeguarding.

Emergency services, children’s services or the police, where needed to keep someone safe or required by law.

Our insurer, if there is an accident or claim.

Our accountant.

WhatsApp (Meta), Google, Web3Forms and Cloudflare, which carry messages and run our website.

We never sell your information.

Outside providers who run sessions with us, such as Dare2Air at camps, only receive the health and contact information they need to keep children safe. They follow our Safeguarding Policy and Code of Conduct, hold enhanced DBS checks, and are supervised by KTGA coaches while they work with children.

Some suppliers may store data outside the UK. Where they do, we rely on the legal safeguards they provide.

Account and contact details: while you are a member and for 12 months after you leave.

Payment and financial records: 6 years.

Medical information: while the child is a member and for 12 months after they leave.

Accident and incident records: as advised by our insurer.

Safeguarding records: as British Gymnastics advises.

Photos and videos: until you opt out or ask us to stop using them.

Enquiries from people who do not join: 12 months.

Only people who need information to do their job can see it.

Health and safeguarding information is only seen by those who need it to keep a child safe.

Paper forms, such as accident forms, are kept locked and shredded when they are no longer needed.

You can ask to see the information we hold about you or your child.

You can ask us to correct it, delete it, or limit how we use it.

You can object to how we use it, and withdraw consent at any time where we rely on consent.

Some rights have limits. For example, we must keep financial records, and we may need to keep safeguarding records.

Children aged around 12 and over can usually make their own requests about their data, with a parent or carer involved where appropriate.

Email [email protected] with your request. We may need to check your identity.

We will reply within one month. Requests are free in most cases.

If you are unhappy with how we use your information, please tell us first.

You can also complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk.

We will update this notice when things change and tell you about important changes.

We take photos and video at KTGA and use them for KTGA marketing, for example on social media and our website, unless you opt out. Parents and carers opt out for children. Adults aged 18 and over opt out for themselves.

To opt out, email [email protected]. If we do not hear from you, we may use photos and video.

You can change your choices at any time by emailing [email protected]. We will stop using images from the date we hear from you, but cannot recall printed items already given out or posts already shared by others.

We never use a child’s full name with their image.

Children are always shown in suitable sports clothing, in suitable poses.

No photos or filming in changing rooms or toilets.

Photos and videos are taken, stored and posted on club devices and KTGA accounts only, and stored securely.

We check opt-outs before we post or print any image.

You are welcome to take photos of your own child, unless we ask you not to at a particular time.

Please do not post images of other children without their parents’ permission.

Anyone else, including professional photographers, must ask KTGA first.

At competitions and events, British Gymnastics and event rules on filming apply.