This privacy notice sets out how the British Schools Gymnastics Association (BSGA) processes and protects any personal information that you provide when you use this website.

The BSGA is the Data Controller for information collected on this website and a Data Processor for information that you provide when entering your gymnasts for competitions and events.

Please direct any enquiries to web@bsga.org.

BSGA is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

BSGA may change this policy occasionally by updating this page. You should check this page from time to time to ensure that you are happy with any changes. Where there are significant changes we will try to notify all affiliated schools of the change.

What we collect

We collect the following minimal information necessary to maintain each school’s affiliation:

  • The primary contact’s name and email address
  • The name and address of the school that you represent
  • Your home town/city where necessary for individual affiliations*

Please do not provide full personal addresses.

What we do with the information we gather

Your information is held on UK servers by our cloud service provider, TSOHost.

We require this information to manage your affiliation, and in particular for the following reasons:

  • Performance of contract – Record keeping in order to manage your affiliation and competition entry.
  • Legitimate interest – We may periodically send emails about your affiliation and BSGA events that you may be interested in, using the email address that you have provided
  • Vital interest – We may share school / coach contact details with first-responders and emergency services where necessary for the well-being of a gymnast
  • Legal obligation – We may share information with authorised bodies and individuals where required to do so for legal reasons.

Your information may be shared with competition organisers and officials for the reasons above.

Data Retention

Unless instructed by the subject, we will retain data for up to 12 months beyond the expiry of any affiliations that the subject has purchased. This is so that the re-affiliation process can be as simple as possible.

An exception to this is where the subject is a BSGA official or volunteer, in which case we will retain their data until instructed, or they are no longer associated with the BSGA.

Information provided relating to gymnasts is limited to their name, school, age group / year group and grade. This information appears in published results on this website, in results lists at the event and in emails to schools after the event and therefore is in the public domain – a data retention period is inapplicable in this case.

 Security

In order to prevent unauthorised access or disclosure, we have put in place reasonable electronic and managerial procedures to secure the information we collect online. It is important that you protect any authentication credentials (such as passwords or smart phone credentials) and in particular, avoid using the same password on multiple sites.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.

BSGA may use cookies to track your usage of our website, and to maintain your ‘logged in’ session status.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Payments information

Our website does not collect or store any payments information from you. We do use PayPal to collect online affiliation fees. Please refer to the PayPal privacy policy that you agreed to when signing up to their service for further information.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties.

You may request details of personal information which we hold about you.  If you would like a copy of the information held on you please email us. We we reserve the right to charge for manifestly unreasonable requests.

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.

You have the right to request that we delete your personal information. We will endeavour to comply with this, subject to the limits placed upon us by legal, contractual or vital interest and recognising that published details cannot guarantee to be withdrawn one in the public domain.

Competitions and events

When you enter pupils for competitions or events organised by BSGA we will request that the following information is sent directly to the competition organiser:

  • The name and contact details of the school and / or coach
  • The names and roles of any officials to be provided
  • The name and gender of each pupil
  • Each pupil’s year group or competition age group
  • The grade at which they are entering

We strongly advise that the data should be encrypted when sent, for example by using password-protected files, with the password communicated separately. If you choose to send the information in an unprotected format, you do so at your own risk.

It is important to note that the competing order and results will be published on the BSGA website and distributed to other entrants. This means that each pupil’s name, gender, school, year and grade will be in the public domain. If you do not have the consent of your gymnasts for this, they cannot be entered. In special cases, the use of pseudonyms to preserve anonymity is acceptable – please explain this to the competition organiser in confidence.

Most competitions and exhibitions will have photographers present as they are considered public spaces.  We may publish photographs from these on the website and in the handbook, but will not associate names with photographs, in line with accepted child protection guidelines. If you wish to have your / your child’s photograph removed from the website, please email web@bsga.org.

 

*Affiliating as an individual

It is important that the person registering for an ‘individual’ affiliation has that person’s express permission to share their data with BSGA. For this reason, children must only be affiliated by their parent, legal guardian or other person with explicit, written permission to do so. In all cases, the child must also be made aware of this policy as the protection and rights belong to them as the ‘data subject’.

This notice was last updated on 18th June 2018