Privacy Policy

 PT Coaching LLP - Gymnastics in School

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you.

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website- www.ptcoaching.co.uk

1. PT Coaching LLP  and our Data Protection Officer

PT COACHING trades under PT Coaching LLP.

We are a data controller of your personal data. PT Coaching which provide your service are named at the start of these terms and conditions.

We have a dedicated data protection officer (“DPO”). You can contact the DPO by emailing michelle@ptcoaching.co.uk

2. What kinds of personal information about you do we process?

Personal information that we process in connection with all of our services, if relevant, includes details for  Gymnasts (aged  4 - 11)

• First Name
• Last Name
• School Class
• Date of Birth
• Badge level (Internal field updated by admin)
• Medical conditions
• Parent/Guardian Contact Name
• Emergency Contact Details
• Email address - please see what information will be sent to your email account below
• Payments raised
• Attendance History
• Payment history
• Record of all emails we send you with information to show if an email has been delivered, opened, clicked, bounced, gone into spam.

3. What is the source of your personal information?

We collect personal information from the following general sources:

• Via an online form via an email link or our website when you join the club, join the waiting list or attend one of our holiday clubs. This form is provided by the online platform ‘PaySubsOnline’

Click here for more information about Paysubsonline including data protection policies and secure transmission of data.

• First Name
• Date of Birth
• Parent/Guardian Contact Name
• Badge level (Internal field updated by admin)
• Internal notes fields on your account for reference for admin team
• Email address - please see what information will be sent to your email address below

The following information must be updated yourself  by logging into your account, by the account holder (the parent or carer)

• Medical conditions
• Emergency Contact Details

Please note that this information is important and needs to be up to date

We email members every term to ask them to ensure this information is correct.

We regularly ask members if they are receiving emails from us.

4. What do we use your personal data for?

We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:

• Members are set up in an online register app -PaySubsOnline.com - attendance register
• The register displays the following information at the club
• First name
• Surname
• Payment status
• Attendance History

Hidden fields, but accessible to admin person or coach at the club

• Medical Conditions
• Phone contact number
• Custom notes added by a coach or admin team at club
• Contacting customers with outstanding fees

All online payments are taken via PaySubsOnline, who use third party providers - paypal and gocardless. We do not directly hold your financial details. When you set up automated payments, this is set up via paypal or gocardless.

Link to GDPR and Go Cardless

Link to GDPR and Paypal

Phone numbers and email accounts are used

• For contact with information related to the club only
• For direct marketing communications to offer you relevant services provided by the club, eg. holiday club
• We only send marketing to you by email or letters given out at the club.
• We email payments requests for enrolment for members to enrol in their online account.
• We DO NOT use social media and digital channels

Information is also regularly updated for all members and non-members on our website www.ptcoaching.co.uk

5. Permission - The legal basis for processing data.

You need to have a legal reason to use an individual's data. That reason could be consent (they opted in) with notice (you told them what they were opting into), performance of a contract (e.g. they are your customer and you want to send them a bill), or what the GDPR calls "legitimate interest" (e.g. they are a customer, and you want to send them products related to what they currently have).

• By entering information online you are giving us permission to view this personal data as list above.
• We will only email you regarding our gymnastics classes that run at one of our venues. (As this is what you initially signed up for). We email you and give you the option to opt out of the emails.
• If you choose to opt out of email we do need to keep your payment history. But we do delete your contact details.
• Since the GDPR regulations have been introduced, we have added a tick box to our forms for members signing up to acknowldge that they are aware of these privacy policy terms.

6. When do we share your personal information with other organisations?

We do NOT EVER share any of your data or information with any third party.

7. How and when can you withdraw your consent?

Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.

bookings@ptcoaching.co.uk

8.  What should you do if your personal information changes?

You should login into your account and update the details.

9. Do you have to provide your personal information to us?

We’re unable to provide you with our services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

10. For how long is your personal information retained by us?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

• To keep a record of your payment history incase you have a query or wish to return to our club
• To send emails to invite your child to holiday club
• All members are deleted from the system when they reach the age of 18 years as they can no longer attend our club

11. What are your rights under data protection laws?

Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from 25 May 2018.

The right to be informed about the processing of your personal information

The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed

The right to object to processing of your personal information

The right to restrict processing of your personal information

The right to have your personal information erased (the “right to be forgotten”)

The right to request access to your personal information and to obtain information about how we process it

The right to move, copy or transfer your personal information (“data portability”)

Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below.

12. Your right to object

You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us by going to the Contact Us section of our website to exercise these rights.

Contact Us

If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO, you can contact us -michelle@ptcoaching.co.uk