Privacy Policy

Who we are

Heights Club Ltd provides gymnastics and trampoline sessions for children, young people and adults, including recreational and competitive training.

While the majority of our members are children and young people, this policy also applies to adult participants and volunteers.

For the purposes of data protection law, Heights Club Ltd is the data controller responsible for how personal information is used.

What information we collect

We may collect and store the following types of personal information:

• Child and parent or guardian names
• Adult participant names
• Contact details such as email address, telephone number and address
• Date of birth
• Emergency contact details
• Medical or additional needs information relevant to participation
• Attendance and participation records
• Payment and membership information
• Competition and performance information
• Photographs and videos, where consent has been provided
• Communication records relating to membership or safeguarding

We only collect information that is necessary to operate the club safely and effectively.

Why we collect this information

We collect personal information in order to:

• Provide safe and effective coaching and activities
• Meet safeguarding and welfare responsibilities
• Communicate with parents, members and volunteers
• Manage bookings, attendance and payments
• Register members with relevant governing bodies such as British Gymnastics
• Organise competitions and events
• Respond to accidents, injuries or emergencies
• Meet legal, insurance and regulatory requirements

Who has access to personal information

To ensure the safety and wellbeing of all participants, authorised coaches and relevant club volunteers may have access to certain personal information provided during registration.

This may include:

• Name
• Date of birth
• Emergency contact details
• Medical or additional needs information

Access to this information is limited to what is necessary to support safe participation in club activities.

This information is used solely to:

• Deliver sessions safely
• Respond appropriately in the event of illness or injury
• Meet safeguarding and duty of care responsibilities

All coaches and volunteers are expected to handle personal information responsibly and in accordance with safeguarding and data protection procedures.

How we store and manage information

Heights Club Ltd uses Class Manager as its primary system for storing and managing membership and registration information.

This system is used to securely record:

• Contact details
• Attendance records
• Medical information
• Emergency contacts
• Membership and payment information

Access to Class Manager is restricted to authorised club staff and volunteers who require access to perform their roles.

We take reasonable steps to protect personal information, including:

• Restricting access to authorised individuals
• Using secure systems to store records
• Keeping information only for as long as necessary
• Following safeguarding and data protection procedures

Who we share information with

We may share relevant information with:

Gymnastics Governing Bodies & Competition Partners

• British Gymnastics: The trading name of the British Amateur Gymnastics Association (Company Number: 01630001). They handle membership verification, club insurance, and data management for the National Qualification Series and British Championships.
• The English Gymnastics Association Ltd: (Company Number: 08209106). They act as the independent data controller for the English National Championships.
• Southern Region Gymnastics Association (SRGA): An independent regional sports association that processes squad entry data to organise and host local events, including the Southern Region Novice, Individual, and Synchro Championships. (Operates as an independent unincorporated sports association).
• British Schools Gymnastics Association (BSGA): A registered charity in England and Wales (Charity Number: 285843) that acts as the data controller for regional, zonal, and national school affiliated trampoline events.

Club Administration

• Class Manager Limited: (Company Number: 11687095). The provider of our primary club software platform, which stores and processes all gymnast membership, registration, attendance, payment, and emergency contact details.
• Stripe Payments Europe, Limited: (Company Number: IE513174). Our integrated third party payment gateway used to process all credit/debit card transactions and fee payments. Heights Club does not store or have accecss to raw financial card details
• Google Ireland Limited: (Company Number: IE368047). Our cloud productivity provider (Gmail / Google Workspace) used to manage club files,
• Zoho Corporation GmbH: (Registered Number: HRB 102264, Germany). Our corporate email hosting infrastructure

Venue, & Operational

• Greenwich Leisure Limited (GLL / Better): (Registered Society Number: 27793R). Operators of the White Horse Leisure and Tennis Centre. Basic details may be shared with our host venue management strictly when required for building safety, emergency evacuations, or severe medical incident reporting.
• Coaches and authorised club volunteers.
• Emergency services or medical professionals where necessary.
• Insurance providers.
• Regulatory or safeguarding authorities where required by law.

We will never sell personal information to third parties.

Photographs and videos

Photographs or videos may be taken during training sessions, competitions or club events.

These may be used for:

• Coaching and performance review
• Club communication
• Promotion of club activities

Permission for photographs or videos is requested during the registration process, and consent can be withdrawn at any time.

How long we keep information

Heights Club Ltd retains personal information only for as long as necessary to meet operational, safeguarding, insurance and legal requirements.

In general:

• Membership and registration records are retained for up to 3 years after a member leaves the club
• Accident or injury records may be retained until the individual reaches 21 years of age
• Safeguarding or serious incident records may be retained until the individual reaches 25 years of age
• Financial records are retained for 6 years in accordance with legal requirements
• Volunteer and staff records are retained for up to 6 years after their involvement with the club ends

Records are securely deleted or anonymised when they are no longer required.

Your rights

Under UK data protection law, you have the right to:

• Request access to the personal information we hold about you or your child
• Request correction of inaccurate or incomplete information
• Request deletion of personal information where appropriate
• Object to how personal information is used
• Raise concerns about how personal information is handled

Requests should be made using the contact details below.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Changes to this policy

We may update this Privacy Policy from time to time.

Contact details

Heights Club Ltd
Company number: 09469781

Heights Club Ltd
C/O White Horse Leisure and Tennis Centre
Audlett Drive
Abingdon
Oxfordshire

If you have any questions about this Privacy Policy or how personal information is handled, please contact us:

Email: contact@heightsclub.co.uk