RULES FOR ALL MEMBERS
It is a condition of membership that all
members and parents abide by the relevant Academy Rules and Codes of Conduct at
all times. Parents, please ensure that you spend time familiarising yourself
and your child with the club rules. We aim to make the club training
environment as positive and friendly as possible and the club rules exist to
help ensure that this happens. Academy rules are: -
- Central Gymnastics Academy will not accept Legal Duty of Care for any gymnast until they have entered the facility.
- The front and back doors will now be locked ten minutes into the start of your child’s class and re-opened Five minutes before the end of your child’s class. If you are running late or need to pick your gymnast up early please use the intercom system provided or call 01786 464777 to make alternative arrangements.
- No parents/carers are permitted to stay for the duration of the session
- All gymnasts must be signed out of class before leaving the gym unless written consent from parents/carers has been approved by the Head Coach.
- No one under the age of 16 will be permitted to sign gymnasts out of the gym.
- No gymnasts under the age of 12 will be granted permission by the Club to leave the gym on their own
- The Academy reserves the right to refuse any membership to any applicant. Applicants to the Academy may be initially offered a trial period before being offered membership
- The Academy reserves the right to suspend or dismiss any member for inappropriate behaviour or any action that may bring the club into disrepute. This is also applicable to parents and guardians
- All parents/guardians of members when signing the registration & participation form must make it clear that they agree or not to photographs being taken from time to time, whether directly or indirectly at such events that the club holds. These photographs may be used at the Academy’s discretion for promoting the Academy
- The appropriate annual membership fee must be paid from the 1st of August of each year to remain a member of the Academy, and Scottish Gymnastics. All members must have SG/BG membership. Any member’s fees or Scottish Gymnastics membership which are not paid when due may be deemed as not being a member of the Academy
- Monthly subscription fees must be paid by the 7th of each month. The subscription payment is continuous for each block, irrespective of illness, injury or holidays (excluding serious illness/injury) and are non-refundable. Failure to pay Academy fees by the 7th of the month will result in a £5 levy being charged for late payment.
- The Academy is open during school holidays therefore fees must be paid during any holiday periods in order that you keep your child’s place
- Gymnasts’ attendance must be as close to 100% as physically possible and should be ready for training five minutes before classes begin. Gymnasts will lose their place if attendance is poor, particularly in advance classes.
- Gymnasts who have not attended for two weeks without prior notice will lose their place at the Academy.
- The Academy aims are to provide General Gymnastics and Competitive Gymnastics. The latter applies if the criteria for competitions received are applicable to the ability of any gymnast whether they are a squad member or NOT
- Just because a gymnast is a member of a squad does NOT automatically mean that they have the right to be chosen for any competitions that the Academy enters. These decisions are made strictly at the discretion of Christopher Chalk and take into account many factors other than ability
must arrive in time for warm- up
- Gymnasts must arrive no earlier than ten minutes before classes start and should not be dropped off/collected in the car park. [exception if prior written agreement with Academy]
- No jewellery may be worn at any time (including belly bars), long hair must be tied back, and t-shirts must be of a non-slip material. No football logos should be worn to classes or crop tops. Where possible the Academy uniform should be worn.
- The Academy will not be responsible for the loss or damage to personal belongings
- Gymnasts/parents must inform coaches of any injury or medication being taken before commencement of the session.
- The coaches decision as to how they arrange their groups for the sake of safety, numbers, and the smooth running of the session is final and no gymnast or their parent is allowed to question their decisions
- All gymnasts have a responsibility to keep the gym tidy and in good condition. Gymnasts are responsible for tidying up after themselves and putting their empty drinks bottles and rubbish in the bin when finished.
- Only gymnasts, coaches and authorised individuals are allowed in the gym in normal circumstances. If you wish to speak to a coach, please make arrangements to discuss any matters 10 minutes after session ends
- Please beware that in the unfortunate event that you are late to collect your child from class and we can not get in contact with yourself or your Childs emergency contact, we will have no other option to call the police after forty five minutes.
- Gymnasts must only work on the instructions given by the coach
- No gymnasts are allowed on any apparatus unless supervised by a coach or given specific instructions to do so by a coach
- In matters of teaching – THE COACHES WORD IS FINAL
- Selection to squads will be made at the discretion of Christopher Chalk
- Should you wish your child to train at another club or organisation (even on a trial basis) then you must notify their coach prior to doing so
- CGA adopts the SG Child Protection Policy, does not tolerate bullying and operates as an equal opportunity club
- The Academy has a Scottish gymnastics recognised Child Protection Officer Mrs Claire Leask. Any problems or concerns regarding aspects of the Academy and its members will involve the welfare officer
- Gymnasts are not permitted to change classes or training times unless by prior agreement by the head coach
- Parents and gymnasts are requested to build up an open, positive and supportive relationship with the coaching team, and coaches are requested to maintain open and positive communication with their gymnasts and gymnasts’ parents.
- No pictures or videos must be taken in the gym unless by prior agreement from the head coach
- Any person coming into contact with the Academy must adhere to the relevant code of conduct
CENTRAL GYMNASTICS ACADEMY
CODE OF CONDUCT
Central Gymnastics Academy is fully committed to safeguarding and promoting the wellbeing of all its gymnasts. The club believes that it is important that gymnasts, coaches, volunteers and parents associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, gymnasts are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with group coach or Lead coach
- As a member of Central Gymnastics Academy you are expected to abide by the following gymnasts code of conduct:
- All gymnasts must follow the rules and respect coaches and their decisions.
- All gymnasts must respect the rights, dignity and worth of all gymnasts regardless of gender, ability, cultural background or religion.
- Members should keep to agreed timings for training and competitions or inform their coach if they are going to be late or can not attend.
- Members must wear suitable kit – Leotard for girls and leotard and shorts or gym kit for boys at training sessions and must wear club uniform at competitions eg,Club leotard & Tracksuit if applicable.
- Long hair must be tied back, gymnasts must remove all jewellery including body piercings, and earrings that cannot be removed must be covered with tape or Elastoplasts prior to the start of training sessions.
- A high standard of behaviour is expected from gymnasts at all times including competitions and club trips.
- Be proud of your own achievements and encourage fellow gymnasts to succeed too.
- Always be courteous to coaches, parents and other gymnasts and listen carefully to coaches instructions and teaching points
- Always tell a coach if you need to leave the class
- No mobile phones are allowed to be used during training sessions unless agreed by the head coach
CENTRAL GYMNASTICS ACADEMY
CODE OF CONDUCT
- Encourage your child to learn the rules and play within them.
- Discourage unfair play and arguing with coaches and officials.
- Help your child to recognise good performance, not just results
- Never force your child to take part in gymnastics.
- Set a good example by recognising fair play and applauding good performances of all.
- Never punish or belittle a child for losing or making mistakes
- Publicly accept coaches and officials' judgements.
- Support your child's involvement and help them to enjoy their sport.
- Adopt the same policies of that of the coaches regarding personal behaviour in club or on any club outing or business. Use correct and proper language at all times
- Not abiding by these guidelines may result in termination of membership to Central Gymnastics Academy for the gymnast.
- In the event of any grievance or queries please speak to your child’s coach. Or Lead coach.
- Ensure that gymnasts are on time for training and competitions. A lot of organisation goes into lesson plans for training.
- Gymnasts and parents should be ready to assist in dismantling and putting away equipment.
- Ensure gymnasts are picked up on time. Parents must notify coaches if their child is to be picked up by someone other than the usual person.
- The club will not tolerate rudeness or rowdy behaviour from gymnasts or parents. In the event of behaviour unbecoming a gymnast or parent of the club you may be asked to leave and training will be terminated.
The Academy will not tolerate individuals who fail to adhere to these standards.
CENTRAL GYMNASTICS ACADEMY
CGA subscribes to the principles of
equity of opportunity and strives to ensure that anyone participating or
wishing to participate in gymnastics is able to do so in a discrimination-free
environment. CGA also advocates that all those
involved in the sport of gymnastics must always comply with the principles of
accepted moral and ethical frameworks and exemplary standards of conduct and
everyone are treated fairly.
The Equity Policy is based on the following fundamental principles:
- All persons must respect the rights, dignity
and worth of every human being and their right to self-determination
- All staff, members, volunteers and job applicants are entitled to be treated fairly regardless of gender, sexual orientation, age, parental or marital status, disability, religion, colour, race, ethnic or national origins, or socio/economic background.
- All participants should be afforded equal opportunity to access to services.
- In some cases, positive action may be required to address past inequalities or under representation.
- It is everyone’s responsibility to ensure that no form of discrimination is tolerated in our club.
- Any individual who believes they have received unfavourable treatment should raise the concern in line with the CGA Complaints and grievance Procedure.
- No individual (and/or their family) who raises a concern in good faith should be treated unfairly as a result of raising the concern.
Central Gymnastics Academy (CGA) is the data controller and is committed to complying with our legal responsibilities under data protection law. We take your privacy seriously and will ensure your personal information is kept secure.
When we collect, use, share, retain or do anything else with your personal information (known collectively as ‘processing’) we are regulated under the General Data Protection Regulation (GDPR) and are responsible as ‘controller’ of your information.
This notice applies to you if you are:
- An existing or prospective member of our club;
- A person with parental responsibility for a member;
- An existing or prospective club volunteer or official;
We have a separate notice which provides privacy information relating to employees.
It is important that you read this carefully as it contains key information about how we use your personal data and your associated rights.
We provide the opportunity for our members to participate in our activities, which include classes, training, camps, competitions, squads and other similar gymnastics activities].
We register with British Gymnastics, who govern the sport, provide insurance for clubs and individual members, and offer competitions and events. It is a condition of British Gymnastics that all our club members also register as individual members of British Gymnastics.
We also affiliate to Scottish Gymnastics, who run competitions and events in which we may participate.
Information we collect about you
The categories of personal information we process includes:
- Contact details* (gymnast or parent and emergency contacts)
- Gymnast date of birth*
- Gymnast gender
- Any relevant medical conditions and/or disabilities and additional related information
- Other relevant individual needs
* British Gymnastics collects the above information on our behalf when you join or renew your British Gymnastics membership.
- Any individual risk assessments (gymnasts and others if applicable)
- Details of any reasonable adjustments or steps taken to support your individual needs
- British Gymnastics membership details* (which are confirmed by British Gymnastics when you join or renew)
- Gymnast attendance and achievement records
- Any communications from, to or relating to you
- Details relating to standards of conduct
- Any accident or incident reports including details of injuries
- IP address, browser identifier and the time of access (if you use our website)
- Bank details (If you are making regular payments to us or we are making payments to you e.g. for volunteer expenses)
- Experience, qualifications, training and confirmation that you have completed
- a criminal record check (prospective or existing volunteers).
The information marked with an * above is essential for us to provide your membership. It is your choice whether you provide all the information we have requested, but not providing information may affect our ability to meet you or your child’s needs and to protect their well-being.
If you are a competitive gymnast, we record other information about you to support your training and participation in competition such as:
- Training and technical information
- Lifestyle information
- Nationality (if you are competing at international level)
If you attend an event or trip with the club, we will also collect the following information where relevant:
- Dietary requirements and any other relevant information that we need to know to ensure your needs are met; and
- Passport information if the trip is abroad.
Our purposes for processing information about you
We use the information we hold about you for a variety of purposes which are outlined below. Data protection law requires us to tell you what our legal reason is for each purpose.
When you ask us to provide you a service, such as club membership, gymnastics classes, competitions, trips or other activities, or you buy a product from us, we usually need to use information about you to provide this product or service, for example:
- To contact you to confirm arrangements;
- To notify you about changes to terms and conditions;
- To tell you when it is time to renew membership or re-register for activities
- To process payments or send you receipts / reminders
- To provide you with the benefits and services to which you have subscribed
We do so because it is necessary for the performance of a contract.
We have a duty of care to ensure it is safe for you or your child to take part in gymnastics activity and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in gymnastics activity as a result of a pre- existing condition. It is vital that you let us know if there is any reason why taking part in gymnastic activity may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants. When we ask participants to provide relevant health information such as details of medical conditions, medication needs, allergies or injuries, this is because we have a legal obligation.
If you are selected for a role at the club, we will usually obtain a reference from any appropriate organisation or individual you have nominated.
When you tell us about any special needs such as disabilities or other support information we may use relevant information to comply with our legal obligations under the Equality Act 2010. We will review any information you have provided to help us identify any actions we can take to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s needs. We will keep a record of any steps we take to support inclusion.
If you are wishing to volunteer or work for us, we may need to ask you to complete a criminal record check as we have a legal obligation to do so. We jointly control the checking process with British Gymnastics who is responsible for the assessment of any content on the check and will only share information with us where it is appropriate. For example, if you are considered by British Gymnastics to be unsuitable to take on the role, we may share relevant and proportionate information about criminal offences where it is deemed that while you are not considered unsuitable to take on the role, if it is considered necessary for safeguarding purposes.
When we retain information about you, even after you are no longer taking part in gymnastics activity, this is often because we are required to do so by law such as records we are required to keep for business and accounting purposes. Sometimes we are also legally obliged to share information about you with third parties. More information it provided below.
We rely on legitimate interests for the following purposes:
- Responding to communications, concerns or complaints and seeking feedback from you about our services.
We will use the information you provide to respond to any comments or questions you raise and where appropriate to undertake investigations into any complaints or concerns. On occasion, we may contact you to seek your views on the services we provide.
- Holding emergency contact information
When you join the club, we collect contact details. We also ask you to provide an emergency contact which we will only use in exceptional circumstances if we are unable to contact your primary contact e.g. a parent.
- Maintaining attendance registers, achievement records and waiting lists
For health and safety purposes and club records, we need to maintain a register of those in attendance at training or other club activities.
We will also keep records of progress of our members against our various award schemes.
If there are no places in the club, we can place you on our waiting list and will contact you using the details you provide to inform you when a place is available.
- Entering you into a competition and providing results
If you wish to take part in a club competition, your information (usually your name, date of birth and gender) will be used to enter you into the appropriate category and your score will be recorded. Results of competitions are normally published on our website / social media.
If you wish to enter a competition organised by another gymnastics body, including British Gymnastics, home country NGB, Regional and County Gymnastics Association, we will provide your information to the organiser to enable you to take part in the competition or event that they are organising.
- Collecting additional information to support a participant attending a club trip Occasionally we organise residential events or trips. If you or your child registers for one of these events, we will need to collect additional information, that may vary dependent on the specific activities and whether they involve meals and travel. Additional information we require may include passport information and any other relevant information necessary to provide support whilst away from home.
- Monitoring performance and undertaking fitness assessments
If you or your child are/is a competitive/squad] gymnast, we will need to collect additional information about you/them. We track and monitor gymnast’s performance in training, trials and competition and undertake regular fitness assessments. We may require additional information about lifestyle and education if you or your child are/is training at an elite level and requires time out of school or lifestyle.
- To monitor that you have completed any required safeguarding training and criminal record checks
If you undertake a role where a criminal record check and safeguarding training are required, we will receive confirmation from British Gymnastics if your check is approved and that you have completed the required safeguarding training.
- Filming for coaching purposes
On occasion, we may film gymnasts e.g. during a gymnastics session for coaching purposes. Videos taken at training sessions for individual coaching purposes will not be used for any other purpose without prior consent.
- Photography and filming to promote the club
We may take photos at club events to promote the club on our website, club social media account and in communications. At these events, we may film the event to create a DVD. Any images of children will be published in line with British Gymnastics safeguarding policy.
Let us know if you do not wish to be filmed or photographed or do not want your image to be published. While we can usually take steps to prevent you from being photographed or filmed at small club events, please bear in mind that at our large public events, it may be difficult to avoid capturing you in footage. However, we always review all photographs prior to publication and we will ensure any images of you are deleted.
If we are filming or taking photos for any other purpose, we will ask for your consent.
- Running and monitoring our club website and social media
We do not use any tracking or analytics on our website. Your IP address will be logged by our webserver but we would not be able to identify you from this information alone.
- Using CCTV for security and crime detection/prevention
CCTV is operational at PSG, with images stored electronically. Footage will be deleted within [one month] unless it is required to prevent or detect a crime.
We have carried out a legitimate interest assessment (LIA) to ensure that the above processing is necessary and is carried out in a way that ensures a balance between the club’s interests and your individual interests, rights and freedoms with appropriate safeguards, especially to protect the interest of data subjects who are children. We can provide details of these assessments on request.
You have a right to object to the use of your information for any purposes we undertake based on legitimate interests. Further information is provided in the section below on individual rights.
We rely on consent in the following circumstances:
- To use your email or telephone numbers for marketing purposes
- To take photographs and video at a small club event or training for publication. With your consent, we may also take photos during training or at [small] club events to promote the club on our website, club social media account and in communications. All film and photos of children will be published in line with British Gymnastics safeguarding policy.
When you have given us your consent for your personal information to be used for a particular purpose, you have the right to withdraw this consent at any time, which you may do by contacting us using the contact details below. If you provided (any) consent(s) for a specific purpose as part of the information you provided on our behalf through the British Gymnastics membership platform, this (these) consents can be withdrawn at any time by logging into your British Gymnastics account.
Your withdrawal of consent will not affect any use of the data that was made before you withdrew your consent.
Special categories of personal data
Special categories of personal data are a category of information that is more sensitive and requires greater protection. Some of the information we process falls into this category (e.g. health/medical data or any information you provide to us about a disability or your religion, race or gender identity). It is unlawful for organisations to process this type of information unless an additional legal condition applies. We will only process this type of information if one of the following applies:
- You have given your explicit consent or have made this information public;
- We are required to do so to establish, exercise or defend a legal claim;
- We are required to do so to comply with employment or social security or
social protection law;
- Legitimate activities of a ‘not for profit’ organisation;
- There is a substantial public interest in doing so; or
- It is in your vital interests and you are unable to provide consent e.g. if you are unconscious or do not have sufficient mental capacity.
With your consent, we will send you our newsletter and other information about our activities, services and products that we think might be of interest to you based on your age, interests and experience. We will send you this information by email, SMS or by a private messaging service (subject to your communication preferences). You can ask us to stop sending you this information at any point by [using the/responding to the relevant communication with the word ‘STOP’
Why we share information about you
We have a legitimate interest in sharing your personal information with British Gymnastics to ensure the sport is safe and well-governed and where relevant to access support and advice.
We may also be required to share your personal information in the following reasons:
- Complying with legal and/or regulatory responsibilities
We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO). We may also share information with other organisations to safeguard children. Any information that is shared will be strictly limited to what is required to ensure children are protected from harm and will be carried out in accordance with the law and relevant government guidance.
- Obtaining legal or professional advice
- Obtaining a service from a third party
All service providers are contractually required to ensure your information is secure and cannot use this information for their own purposes. Where we are required to share information with them to provide the service, we only disclose information that is strictly necessary to deliver the service.
Except for the above, will only share your information with any other third parties with your prior agreement.
Transfers of data out of the EEA
We will not transfer or store your personal data outside the UK or the European Economic Area (EEA).
You have important rights under data protection law. In summary, these include:
- To be informed about how your information is processed (set out above)
- To access any personal data held about you
You have the right to access the personal information we hold about you. You can log in to ‘My Account’ at any time to view/amend/delete the information we hold about you that has been collected by the British Gymnastics system. You can also request a copy of any other information we hold by writing to us using the contact details below.
- To have your data rectified if it is inaccurate
If you think that any of the information we hold is inaccurate, you can ask that corrections are made. We will either make the requested amendments or provide an explanation as to why we are not making changes
- To have your data deleted (except if there is a valid lawful reason to retain it) If you do not renew your membership or cease to have a relationship with the club, we will delete any information you provided within [two years] except for any financial/accounting records which need to be retained for six years in line with UK tax law. Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event
Video footage that has only been taken for coaching purposes will be retained only for as long as it is required for that purpose and in most cases, will be deleted within [one month].
Photographs and other video footage captured for promotional purposes will be retained for up to [4 years old]. After this time, they will be deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your data after the retention period has lapsed.
CCTV footage will be deleted within [one month] unless it is required to prevent or detect a crime.
You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.
- To have your information restricted or blocked from processing
If you object to processing, we will restrict the processing of your information for the purpose to which you are objecting whilst we review your objection.
- To portability
If you wish to move to another club, you can transfer your information to another club registration by logging into ‘My Account’ on the British Gymnastics system. Alternatively, if you wish to leave the club, the information you provided on behalf of our club will be archived on the British Gymnastics system for 60 days and will be deleted after this has lapsed. During this period, you can transfer your information to another club. This may be limited to your club membership
To object to:
- - Any processing based on legitimate interests
The right to object is specific to the data subject’s particular situation. We will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your individual interests, rights and freedoms or we need to continue to process your information in connection with a legal claim.
- - Your personal information being used for direct marketing activities
You can object to our direct marketing activities by unsubscribing from the relevant communication as described above in the marketing section of this notice.
To exercise any of your rights or if you have any questions about our privacy notice please contact:
Christopher Chalk: ChrisChalk@CentralGymnasticsAcacemy.co.uk
While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine reason to need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will advise you and the ICO of any personal data breaches in line with our legal obligations.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was published on 4thOctober 2018 and last updated on 4thOctober 2018.
We may change this privacy notice from time to time, when we do we will inform you via email.