Rebound Club policies and rules

REBOUND GC 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 coach or trainee coach;

It is important that you read this carefully as it contains key information about how we use your personal data and your associated rights.

REBOUND GC is a ‘not for profit’ membership organisation. We provide the opportunity for our members to participate in our activities, which include recreational classes, training, competitions and other similar gymnastics activities. 

We register with British Gymnastics who governs the sport, provides insurance for clubs and individual members and offers competitions and events. It is a condition of British Gymnastics club registration that all our club members also register as individual members of British Gymnastics. 

We also affiliate to West Midlands Amateur Gymnastics who runs competitions and events in which we may participate.

The categories of personal information we process include:

• Contact details* (gymnast or parent and emergency contacts)
• Gymnast date of birth* 
• Any relevant medical conditions and/or disabilities and additional related information 
• 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)
• Any communications from, to or relating to you
• Any accident or incident reports including details of injuries 
• Bank details (for volunteer expenses)

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 your or your child’s needs and to protect their well-being. 

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 a club membership or registration, gymnastics classes, competitions, we usually need to use information about you:

• 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.

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 activities 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 appropriately 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.

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 wish to coach 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 is 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. 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 and date of birth) 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. If you wish to enter a competition organised by another gymnastics body, including British Gymnastics or 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.
• 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 at large club competitions. We may take photos at club events to promote the club on our website, club social media account and in communications. Any images of children will be published in line with our safeguarding policy. Let us know if you do not wish your child to be filmed or photographed or do not want your image to be published. While we can usually take steps to prevent your child 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 the 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. 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 take photographs and videos at a club event or training for      publication.

With your consent, we may also take photos during training or at 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 our 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 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 the vital interests of your child and you are unable to provide consent e.g. we are unable to contact you in a medical emergency

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 for 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. 

• Insurance 
• 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. 

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 also request a copy of any 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 promptly.

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.

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:

1. 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.

Click here to learn more about your rights.

To exercise any of your rights or if you have any questions about our privacy notice please contact the Club Manager.

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.

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 keep our privacy notices under regular review. This privacy notice was published in May 2022.

We may change this privacy notice from time to time.

Erin Simpson, Club Manager, Rebound Gymnastics Club 

May 2022

We are committed to providing a caring, friendly and safe environment for all of our gymnasts so they can learn in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at our Club. If bullying does occur, all gymnasts should be able to tell and know that incidents will be dealt with promptly and effectively. We are a TELLING club. This means that anyonewho knows that bullying is happening is expected to tell one of the Coaches or the Welfare Officer. 

Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim.

Bullying can be:

• Emotional being unfriendly, excluding, tormenting (e.g. hiding someone’s personal belongings)
• Physical pushing, kicking, hitting, punching or any use of violence
• Racist racial taunts, gestures
• Sexual unwanted physical contact or sexually abusive comments
• because of, or focussing on the issue of sexuality
• Verbal name-calling, sarcasm, spreading rumours, teasing

• All coaches, helpers, volunteers, gymnasts and parents should have an understanding of what bullying is.
• All coaches, helpers, and volunteers should know what the Club policy is on bullying, and follow it when bullying is reported.
• All gymnasts and parents should know what the Club policy is on bullying, and what they should do if bullying arises.
• As a Club we take bullying seriously. Gymnasts and parents should be assured that they will be supported when bullying is reported.
• Bullying will not be tolerated.

1. Report bullying incidents to one of the Coaches or the Welfare Officer
2. In cases of serious bullying, the incidents will be recorded by the Club Manager and the Club Welfare Officer
3. The bullying behaviour or threats of bullying must be investigated and the bullying stopped quickly
4. An attempt will be made to help the bully (bullies) change their behaviour

1. The bully (bullies) will be asked to apologise. Other consequences may take place.
2. In serious cases, suspension or exclusion from the Club will be considered
3. If possible, the gymnasts will be reconciled
4. After the incident/incidents have been investigated and dealt with, each case will be monitored to ensure repeated bullying does not take place.

We are fully committed to safeguarding and promoting the well-being of all our gymnasts. The Club believes it is important that gymnasts, coaches, helpers and parents associated with the Club should, at all times, show respect and understanding for the safety and welfare of others. Gymnasts are, therefore, encouraged to be open at all times and share any concerns that they may have about any aspect of the club with ERIN SIMPSON (Club Manager) or MARY NEELD-SMITH (Club Welfare Officer).

As a gymnast and member of REBOUND GYMNASTICS CLUB you are expected to abide by the following club rules:

• All gymnasts must participate within the rules and respect coaches, judges and their decisions.
• All gymnasts must respect opponents and other Rebound gymnasts.
• Gymnasts should keep to agreed timings for training. 
• Gymnasts must wear suitable attire for training including keeping long hair tied back and only wearing stud earrings.
• Gymnasts should treat all equipment with respect.
• Gymnasts and/or parents must inform their coach or the Club Manager of any injuries or illness they may have before the warm-up begins.
• Gymnasts should not chew gum during a session.
• Gymnasts must not use bad language.
• Gymnasts must not take their mobile phones onto the training area
• Gymnasts should remain with coaches at the end of a session until collected by their parent or guardian. 

• Teach your child the importance of listening to their coach.
• Help your child to understand the importance of following Club Rules for their own safety.
• Assist your child to develop good sportsmanship by celebrating others’ successes.
• Ensure your child is dressed appropriately for the activity and has plenty to drink.
• Establish good communications with the Club Manager and inform the club if your child is going to be absent.
• Share any concerns about any aspect of the club through the approved channels.
• Support your child’s involvement and help them to enjoy their sport.
• Always collect your child promptly at the end of a session.

All Coaches (both qualified and trainee) must:

• Consider the well-being and safety of the gymnast before the achievement of a skill.
• Develop a coaching relationship with gymnasts based on mutual trust and respect.
• Maintain your BG insurance cover.
• Make sure all activities are appropriate to the age, ability and experience of those taking part and ensure all participants are suitably prepared physically and mentally when learning new skills.
• Adopt high standards of behaviour and appearance and do not use inappropriate language at any time whilst involved with club activities.
• Obtain prior agreement from the parent/guardian of a gymnast before transporting them anywhere (training/competitions). NEVER transport one child without being accompanied by either another coach or parent.
• Always report any incidents, referrals or disclosures immediately, following the appropriate guidelines set out in the BG Child Protection procedures.
• Make sure that confidential information is not divulged unless with the express approval of the individual concerned.
• Promote the positive aspects of the sport (e.g. fair play).
• Follow all guidelines laid down by BRITISH GYMNASTICS and REBOUND GYMNASTICS CLUB.