Isle of Man Gymnastics Association
Privacy Policy
1. Introduction
1.1 The Isle of Man Gymnastics Association ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect personal information when you interact with us.
1.2 We are the data controller for the purposes of the Data Protection Act 2018 (Isle of Man) and applicable Isle of Man data protection legislation.
1.3 We are registered with the Isle of Man Information Commissioner, registration number R806740. For specific services and purposes we may act as joint data controller with affiliated Clubs and British Gymnastics.
1.4 By way of example, this notice applies to you if you are:
• An existing or prospective member of one of our affiliated clubs.
• A person with parental responsibility for a member of one of our affiliated clubs.
• An existing or prospective Association volunteer or official.
• If you contact us via email with an enquiry or you make a financial contribution or send your views to us.
1.5 It is important that you read this carefully as it contains key information about how we use your personal data your associated rights.
2. Contact Details:
• Isle of Man Gymnastics Association.
• Address: C/o Ellan Vannin Gymnastics Club, Pulrose Bridge, Douglas, Isle of Man, IM2 1AD
• Email: IOMGAssociation@outlook.com
3. The purposes for which we collect information
3.1 Our Mission Statement is to empower gymnasts in achieving their full potential through excellence in coaching, competition and community.
3.2 Our core purposes include:
• To conduct Association business and manage each Club’s affiliation by informing you about activities to which your club members can participate;
• To provide gymnastic events, competitions and squads and to invite individuals to participate, judge, coach, officiate or present at relevant events;
• To inform you and affiliated Clubs of Association activities which are part of your affiliation benefits;
• To support learning and development of those involved in gymnastics in the Isle of Man;
• To comply with applicable laws and to protect legitimate interests and legal rights.
4. About us
British Gymnastics
4.1 Isle of Man Gymnastics Association is a ‘not for profit’ organisation which promotes gymnastics on the Isle of Man. Our members are gymnastics Clubs who affiliate to the Association. We provide a number of benefits to affiliated clubs including the opportunity for members of the clubs to participate in our activities which include competitions, squads, and learning and development activities.
4.2 We provide the opportunity for those in our member Clubs to participate in our events and activities in the sport of gymnastics.
4.3 We register with British Gymnastics who governs the sport, provides membership benefits for clubs and individual club members and offers competitions and events in which the Isle of Man and its individual gymnasts may participate. We share information with British Gymnastics as required for the sport to operate. This is necessary as individuals who participate in our events need to hold British Gymnastics membership.
4.4 We also need to confirm with British Gymnastics that those individuals who are signed up for one of our activities meet the required criteria for participation such as age and qualification and any mandatory safeguarding requirements and to share any information with British Gymnastics in line with the regulatory requirements to which we are subject as an affiliated association of British Gymnastics.
4.5 You can find full details about how British Gymnastics collects and uses your personal data in the British Gymnastics privacy notices, which you can find at www.british-gymnastics.org/safesport/privacy-notices.
Other representation
4.6 We are also the body responsible for liaising with:
• Isle of Man Sport for funding of the Association, its member Clubs and competitors; and
• the Isle of Man Commonwealth Games Association, the Isle of Man Island Games Association through which those gymnasts eligible to represent the Isle of Man may be selected.
5. Information We Collect
We may collect and process the following categories of personal information:
5.1 Gymnast Information
a. Name and gender, including responsible adult name for those aged under 16;
b. Address, telephone number, email address, including parent’s information as applicable for those aged under 16;
c. Date of birth, age category, nationality / competition qualification information (if you are competing at a certain level);
d. Attendance, achievement and competition records plus training and technical information by us and nominated officials and coaches;
e. British Gymnastics membership details including your membership number, status and any coaching and training records (if applicable).
f. Emergency contact details;
g. Medical information relevant to participation (allergies, conditions, medications)
h. Other relevant individual needs for example, information about learning, lifestyle, religious or other support needs;
i. Any individual risk assessments (gymnasts and other participants if applicable) together with any accident or incident reports including details of injuries;
j. Details relating to standards of conduct and any complaints;
k. Photographs and videos for activities and promotion of the teams and individuals the Association is responsible for selecting.
5.2 Coach information
a. Name, date of birth and gender;
b. Address, telephone number, email address;
c. Attendance, achievement and competition records plus records of memberships, qualifications, assessments and training received (and related financial information);
d. Emergency contact details
e. Medical information relevant to participation (allergies, conditions, medications);
f. Details relating to standards of conduct and any complaints; and
g. Any individual risk assessments (gymnasts and other participants if applicable) together with any accident or incident reports including details of injuries.
5.3 Coaches and other volunteers who deal with those aged under 18
a. Confirmation that you have completed a criminal record check;
b. For any prospective or existing volunteers who have completed a check via British Gymnastics, this information will be provided via your membership account when you link it to the Association).
5.4 Where relevant for those attending on trips for which the Association is responsible
a. Dietary requirements and any other relevant information that we need to know to ensure your needs are met;
b. Passport and Visa/Immigration information if the trip is abroad;
c. Insurance information; and
d. Information required by carriers or insurers.
5.5 Financial Information
a. Fees payable to or due from the Association and payment details;
b. Bank account information for direct debits; and
c. Payment history and outstanding balances.
5.6 Communication Records
a. Email correspondence;
b. Meeting minutes where you are mentioned; and
c. Feedback and complaints.
5.7 Website users
a. Our website is hosted by Hostinger, a US company but is maintained, managed and updated from the Isle of Man.
b. The only information gathered is in relation to the broad geographic location of the person accessing the website.
c. No personal information (including cookies) is collected: the IP address of persons using the website is used to establish the broad geographic location of the person accessing the website, but no personally identifiable information is stored.
6. Legal obligations and our duty of care
6.1 We have a duty of care to ensure it is safe for gymnasts to take part in gymnastics activity and to keep gymnasts safe while participating. Some individuals may be at risk of harm from participating in gymnastics activity as a result of a pre-existing condition.
6.2 It is vital that we 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.
6.3 If you are a selected for a role in the Association or supporting a representative team or competitor, we may obtain a reference from any appropriate organisations or individual you have nominated.
6.4 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 2017. We will review any information you have provided to help us identify any actions we can take to support inclusion. We will keep a record of any steps we taken to support inclusion.
6.5 If you wish to volunteer for us, we may ask you to complete a criminal record check if we have a legal obligation to do so or we are required to do so by our governing body.
6.6 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.
6.7 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.
7. How We Collect Information
We collect information through:
• Membership application forms;
• Member Clubs providing us with information;
• Online registration systems;
• Direct communication (email, phone, in-person);
• Attendance registers;
• Photography and filming at events;
• Third parties (such as parents/guardians for minors); and
• National governing body transfers and transfers to and from competition organisers and representative bodies (e.g. IoM Island Games and Commonwealth Games).
8. Legal Basis for Processing
8.1 We process your personal information based on:
• Contract: To fulfil our obligations to affiliated Clubs
• Legitimate Interests: For administration, communication with Clubs and their members, and sporting activities
• Consent: For marketing communications and non-essential photography
• Legal Obligation: To comply with safeguarding requirements and governing body rules
• Vital Interests: In emergency situations requiring medical intervention
8.2 Legal obligations
See paragraph 6 above.
8.3 Legitimate interests
We use your information where we have a good reason to do so, as long as it doesn’t unfairly affect your rights, including for the following purposes:
a. 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.
b. Holding emergency contact information;
When you take part in an Association event or competition, we may collect contact details. We may 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.
c. Maintaining attendance registers;
For health and safety purposes and Association records, we need to maintain a register of those in attendance at training or other Association activities;
d. Competitions we run, entering you into a competition and providing results;
If you wish to take part in a 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 Association competitions are normally published via affiliated Clubs or on our website.
e. Collecting additional information to support a participant attending a trip organised by the Association;
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.
f. Monitoring progress, performance and undertaking fitness assessments;
We track and monitor gymnast’s progress and if they are a competitive gymnast, their performance in training, trials and competition and undertake regular assessments. We may require additional information about education or lifestyle.
g. To monitor for safeguarding purposes;
If you undertake an Association 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.
h. 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.
i. Photography and filming at Association events to promote the Association;
We may take photos at Association events to promote the Association on our website, social media account and in communications. At Association events, such as our annual competitions, we may film the event to create video content. Any images of children will be published in line with our 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 Association events, please bear in mind that during large 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.
j. Running and monitoring the Association website and social media
Website – see 5.7 above. Social media may display photographs (see i. above), team and coaching selections, competition results, information concerning the Committee and coaches, including contact details.
8.4 Consent
We rely on consent in the following circumstances:
• to use your email or telephone numbers for marketing purposes We may send you information about our activities, services and products that we think might be of interest to you. We will send you this information to by email or messaging service.
• to take photographs and video at an Association (competition or training) for publication.
With your consent, we may also take photos during squad training or at Association events to promote the Association on our website, social media account and in communications. All film and photos of children will be published in line with our safeguarding policy.
You have the right to separately withdraw consent for each of these activities at any time, which you may do by contacting us using the contact details below. It may take up to 21 days for this to take place. Revocation of such consent is separate from other bases for processing of personal information.
8.5 Special categories of personal data
a. Some of the personal information we collect is classified as special category data under data protection law. This includes, for example:
• Information about your health or medical conditions
• Information about disabilities or learning needs
• Information about your racial or ethnic origin, religious beliefs, gender identity, or sexual orientation
• Criminal offence data (where applicable for safeguarding)
a. We only collect and process this type of sensitive information where it is necessary and lawful to do so. Under Article 9 of the Data Protection (Application of GDPR) Order 2018 and the Isle of Man Data Protection Act 2018, we rely on one or more of the following legal bases for processing:
• Your explicit consent, where you have freely provided such information and agreed to its use for a specific purpose (e.g. health information for participation in activities, or images used in media).
• Legal obligations, such as those under the Equality Act 2017 or safeguarding legislation, which require us to ensure the safety and inclusion of our members and participants.
• Vital interests, where urgent medical or safety-related decisions need to be made and you are unable to provide consent (e.g. in the case of unconsciousness).
• Substantial public interest, particularly where the processing relates to safeguarding children or vulnerable adults, promoting equality of opportunity, or ensuring standards of behaviour in sport including anti-doping.
• Legitimate activities of a not-for-profit association, where the processing relates to our members, volunteers, or affiliates and is not disclosed outside the organisation without consent.
• The establishment, exercise or defence of legal claims, such as responding to an accident or insurance-related incident.
b. We apply extra safeguards when handling this data to ensure your privacy is protected, including restricted access by authorised officers, secure storage, and staff training.
c. If you provide us with any special category information, you have the right to withdraw your consent (where applicable) at any time by contacting us. However, please note that in some cases we may still be legally required to retain or process certain data to meet our regulatory or safeguarding obligations.
9. How We Use Your Information
We use your personal information to:
9.1 Association Operations
• Process Club affiliations and renewals
• Collect membership fees and manage payments
• Maintain records and databases
• Communicate about activities, training, and matches
9.2 Sporting Activities
• Register gymnasts with governing bodies and competition organisers
• Arrange fixtures and competitions
• Monitor attendance and participation
• Provide coaching and development opportunities
9.3 Safety and Welfare
• Implement safeguarding policies
• Respond to medical emergencies
• Ensure appropriate supervision ratios
• Conduct necessary background checks
9.4 Marketing and Promotion
• Promote Association activities and achievements of Association and representative gymnasts and coaches
• Share news and updates via newsletters or social media
• Apply for grants and sponsorship
10. Why We Share Your Information
10.1 We only share your personal information where it is necessary, lawful, and proportionate to do so. This includes situations where sharing is essential for the operation of our activities, safeguarding responsibilities, compliance with legal or regulatory obligations, or where we have your explicit consent.
10.2 We are committed to transparency and ensuring appropriate safeguards are in place to protect your data when it is shared.
10.3 With Affiliated Clubs
10.4 British Gymnastics
As an affiliated body, we may share your personal data with British Gymnastics for the following purposes:
a. Membership administration and verification
b. Entry into events, competitions, courses, and training
c. Confirmation of eligibility, including safeguarding and qualification checks
d. Incident reporting and disciplinary matters
e. Compliance with national governing body requirements
We only share the minimum necessary data required for these purposes. Full details of how British Gymnastics processes personal data are available in their Privacy Notices.
10.5 With Competition and Representative Organisations
Where gymnasts are participating in representative or external competitions, we may share personal data (e.g. name, age, gender, eligibility information) with:
• Event organisers and competition providers (e.g. Commonwealth Games, Island Games)
• Selection bodies and governing associations
• Travel and accommodation providers when arranging group trips Data shared is limited to what is required to ensure safe and appropriate participation.
10.6 With Legal and Regulatory Authorities
We may disclose personal data when required to do so by law or where it is necessary for compliance, safeguarding, or investigative purposes. This includes sharing with:
a. The Police
b. The Isle of Man Information Commissioner’s Office (ICO)
c. Social services and other child protection authorities
d. Anti-doping and integrity units
e. Other statutory bodies with lawful authority
Such disclosures are made in accordance with data protection laws and only where appropriate.
10.7 With Insurance Providers and Legal Advisors
a. We may share information with our insurance providers in relation to:
• Accident and injury claims
• Travel cover for events or competitions
• General risk management
b. We may also share data with our legal or professional advisors where it is necessary to obtain legal advice, manage disputes, or comply with statutory duties.
10.8 With Technology and Service Providers
a. We use selected third-party providers to deliver essential services and administrative functions. These may include:
• IT and database support
• Payment processing services
• Event and registration platforms
• Communication tools and website management
b. All third-party service providers are bound to:
• Process your data only on our instructions
• Implement appropriate technical and organisational security measures
• Not use your information for their own purposes
10.9 For Media, Marketing and Promotion
With appropriate consent (where required), we may share limited personal data, including names and images, with:
a. Social media platforms
b. Our website manager based in the Isle of Man
c. Promotional materials (e.g., newsletters, press releases, sponsorship bids)
We will never publish identifying images of minors without explicit parental/guardian consent, and we follow safeguarding guidance on media use. You can separately withdraw your consent for media use at any time by contacting us.
10.10 Other Situations Where We May Share Data
Depending on the activity or event, we may also share information with:
• Medical professionals in the case of emergencies
• Other clubs for friendly matches or shared training
• Venue operators for access and health & safety
• Transport and accommodation providers for trips
Where applicable, you will be informed about any third-party involvement and the nature of the data shared.
10.11 Our Commitment to Safeguarding Your Information
We ensure that any sharing of your personal data is limited to what is strictly necessary, with all reasonable steps taken to protect your information from misuse, loss, or unauthorised access. We will never sell or trade your personal information.
If you have any questions or concerns about how your data is shared, or if you wish to object to a particular disclosure, please contact us using the details provided in part 18 below.
11. Data Retention
11.1 We are committed to ensuring that your personal data is not retained for longer than necessary. The duration for which we retain personal data depends on the nature and purpose of its collection and use.
11.2 The retention periods outlined below reflect our approach to safeguarding your privacy while fulfilling our operational, legal, and regulatory obligations.
• General Retention Principle
Personal data will be retained only for as long as it is required for the specific purpose for which it was collected. Once that purpose has been fulfilled, data will either be securely deleted or anonymised.
• Coaching Video Footage
Video recordings created solely for coaching purposes will be retained only for the duration necessary to support coaching activities. In most cases, this footage will be deleted within one month of collection.
• Promotional Media (Photographs and Video)
Photographs and videos captured for promotional use will be retained for a maximum of five years. After this period, they will be deleted unless assessed to be of public interest, in which case they may be archived for historical purposes.
Please note that where images or videos have been shared via third party platforms such as social media, those providers may continue to process your data beyond our own retention timelines, in accordance with their respective privacy policies.
• Event-Specific Personal Information
Any additional personal data provided specifically for participation in an individual event or activity will be deleted promptly following the conclusion of that event.
• Termination of Relationship
If your relationship with the Association ends, we will usually delete your personal data within two years. However, certain categories of data may be retained for longer where necessary. For example:
o Financial and accounting records will be retained for seven years in accordance with statutory requirements.
o Incident and accident reports may be retained for extended periods to comply with relevant limitation periods for legal claims.
o Safeguarding records: Until the individual reaches 25 years or for 10 years if longer.
• End of Retention Period
At the conclusion of the applicable retention period, we will ensure that your personal data is either securely deleted or irreversibly anonymised to prevent identification.
12. Your Data Protection Rights
All individuals we deal with have important rights under the Isle of Man’s data protection legislation. These rights are designed to give control over personal information.
12.1 Right to Be Informed
You have the right to be informed about how we collect, use, store, and share your personal data. This information is provided in our privacy notice.
12.2 Right of Access
You can request a copy of the personal information we hold about you. To do so, please contact us using the details provided below. We will respond within one month of receiving your request.
12.3 Right to Rectification
If any of your personal data is incorrect or incomplete, you have the right to request that we correct or update it.
12.4 Right to Erasure
You may request that we delete your personal information in certain circumstances, unless there is a lawful reason for us to retain it (for example, compliance with legal obligations or safeguarding).
12.5 Right to Restrict Processing
You can ask us to restrict the use of your personal data—for example, while we are verifying the accuracy of the data or considering an objection you have raised.
12.6 Right to Object
You have the right to object to:
• The processing of your data where we rely on our legitimate interests, i.e. we use your information where we have a good reason to do so, as long as it doesn’t unfairly affect your rights.
• The use of your data for direct marketing. We will consider your objection and either comply or explain why we are not able to do so.
12.7 Right to Withdraw Consent
Where we rely on your consent to process your data (e.g., for media use or optional communications), you can withdraw that consent at any time.
12.8 How to Exercise Your Rights
To exercise any of your rights, please contact us using the details provided by your club or the Association. We aim to respond within one month of receiving your request. To protect your data, we may request identity verification before processing any rights request. We aim to respond within one month.
13. Data Security
13.1 We will ensure the implementation of appropriate technical and organisational measures to protect your personal information, including:
• Secure storage of physical records
• Password protection and encryption for digital systems
• Regular software updates and security patches
• Limited access on a need-to-know basis
• Association Officers and Committee Members are trained on data protection requirements
13.2 In the event of a data breach that risks your rights or freedoms, we will notify the Isle of Man Information Commissioner within 72 hours and inform affected individuals as required.
14. Transfers Outside the Isle of Man
14.1 We do not routinely transfer personal information outside the UK and Isle of Man. If we need to do so (for example, for international competitions further overseas), we will ensure appropriate safeguards are in place and inform you where necessary.
15. Photography and Social Media
15.1 Photography at Events
We may take photographs and videos at Association activities for:
• records and administration
• Promotional materials and website content
• Social media posts
• Grant applications and reports
15.2 Consent for Photography
• We will seek specific consent for use of images in promotional materials
• Parents/guardians must provide consent for minors
• Consent for media usage is requested separately from any membership or other agreements and can be withdrawn at any time
• We follow safeguarding guidelines for all photography involving minors
15.3 Social Media Policy
• We may share news and achievements on social media platforms
• We will not tag individuals without permission
• Members should be aware that their own social media activity may reflect on the Association or their club
16. Safeguarding and Child Protection
16.1 For members under 18, we:
• Require parental consent for membership and activities
• Maintain enhanced DBS checks for relevant staff and volunteers
• Follow governing body safeguarding policies
• May share information with relevant authorities if child protection concerns arise
17. Changes to This Policy
17.1 We may update this privacy policy from time to time. We will notify any significant changes via direct email or indirectly by communications from affiliated Clubs. The current version will always be available on our website.
17.2 This privacy notice was
• first published on 7th October 2025.
• last updated on 7th October 2025.
18. Contact Us
18.1 If you have any questions about this privacy policy or how we handle your personal information, please contact:
Isle of Man Gymnastics Association
19. Complaints
19.1 If you have enquiries about how we handle your personal information, please contact us first. If you remain unsatisfied, you can contact the Isle of Man Information Commissioner:
• Website: www.inforights.im
• Phone: +44 1624 693260
• Email: ask@inforights.im
• Post: Isle of Man Information Commissioner, 2nd Floor, Prospect Hill, Douglas, Isle of Man, IM1 1ET