Privacy Policy

Epping Gymnastics Club – Privacy Notice & Code of Conduct

Privacy Notice

We collect and use personal data when you join our waiting list or book a class. This includes:

  • Child’s name, DOB, gender, address
  • Medical/additional needs, religious needs
  • Emergency contact details and email address

Note: We do not store bank or card details.

We delete most data 12 months after a child leaves the club, but retain minimal data for 7 years for legal and accounting purposes.

If an accident occurs:

  • Adults: records are kept for 3 years
  • Children: until they turn 21

By registering with us, you:

  • Accept our data protection practices
  • Consent to us collecting and processing your data

We use your data to:

  • Manage waiting lists, class bookings, and payments
  • Contact you about spaces, fundraising, or club updates
  • Ensure your child’s safety
  • Recover unpaid fees if necessary

We only share data when legally required (e.g. emergency services, debt collection). Competition entries may require us to share name, DOB, gender, and BG number. Our accountant may access data for billing purposes.

Communication

You’ll receive emails only if you contact us or have an active relationship with the club. This includes info about classes, kit, fundraising, or last-minute updates.

You can opt in/out anytime by emailing eppinggymnastics@gmail.com or calling 07949 592843 (allow 10 working days).

Your Rights

You can request access to the data we hold at any time by contacting eppinggymnastics@gmail.com.

Cancellations

We require 4 weeks’ notice to cancel your class. Please inform us promptly.

Policy Updates

This policy may change and updates will appear on our website. Continued attendance indicates acceptance.

Last updated: 15/07/2025

Code of Conduct

Parents/Guardians

  • No filming/recording
  • Support rule-following and good sportsmanship
  • Don’t challenge officials or pressure your child
  • Keep coaches informed of illness or absence
  • Ensure appropriate kit, drinks, and punctual collection
  • Use respectful language and communication
  • Keep unwell children home; injured gymnasts may observe
  • Inform coaches of any medical needs or SEN
  • Pay fees promptly
  • 4 weeks’ notice required for cancellations

Participants

  • Respect coaches, judges, peers, and equipment
  • Arrive on time and wear correct kit (tie hair, no jewellery)
  • Avoid bad language, chewing gum, alcohol, smoking, or drugs
  • Tell coaches about injuries/illness before sessions
  • Stay with coaches until collected

Coaches, Officials & Volunteers

  • Prioritise safety and wellbeing
  • Build respectful relationships and stay professionally qualified
  • Dress appropriately and behave responsibly
  • Never transport children without permission or have them stay overnight
  • Follow BG Child Protection guidelines
  • Maintain confidentiality and promote fair play
  • Follow BG and club policies at all times

Welfare Contacts

If you have a concern, please contact one of our Welfare Officers:

  • Karen Wellings – 07708 649 864
  • Lisa Vann – 07977 921 748
  • Carrie Barfoot – 07836 323 405
  •  📧 egcwelfareofficers@gmail.com