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Thames Gymnastics Privacy Policy

Thames Gymnastics (“we”, “us”, “our”) is committed to protecting the privacy of all website visitors, class participants, parents/guardians, and anyone who interacts with our services. This Privacy & Cookie Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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If you have any questions about this policy, please contact:
Email: thamesgymnastics@gmail.com
Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

1. Who We Are

Thames Gymnastics Ltd
We operate children’s gymnastics classes in London and manage registrations through our website (powered by Wix). We are the Data Controller for the personal data we process.

2. The Personal Data We Collect

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We collect the following categories of information:

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A. Information You Provide Directly

When you register for classes, contact us, or submit a form:

  • Parent/guardian name

  • Child’s name and date of birth / age

  • Email address

  • Phone number

  • Emergency contact details

  • Medical or allergy information relevant to class safety

  • Waiver acknowledgements

  • Payment information (processed securely by Wix Payments/Stripe/PayPal – we do not store card details)

B. Automatically Collected Data (Website Use)

Through Wix and cookies:

  • IP address

  • Device and browser type

  • Pages visited and time spent

  • Interaction data (clicks, navigation, etc.)

  • Cookie preferences

C. Email Correspondence

If you email us, we collect:

  • Your email address

  • Email content

  • Attachments (if any)

3. How We Use Personal Data

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We use your information for the following lawful purposes:

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A. Contractual Need

To deliver our services:

  • Managing class registrations

  • Sending class confirmations and reminders

  • Processing payments

  • Maintaining attendance records

  • Ensuring safety and appropriate class placement

B. Legitimate Interests

To improve our services:

  • Scheduling adjustments

  • Maintaining waiting lists

  • Responding to enquiries

  • Operational communication

C. Legal Obligations

  • Keeping records for tax and accounting

  • Incident reporting or safeguarding concerns

D. Consent (where applicable)

  • Sending marketing emails or newsletters (you may withdraw consent anytime)

  • Non-essential cookies

4. How We Share Personal Data

We may share data with:

  • Wix.com – website hosting, registration forms, payment processing

  • Stripe/PayPal/Wix Payments – for secure card payments

  • Email providers – Gmail

  • Professional services – accountants, legal advisors (if required)

  • Emergency services – only if responding to a safety or medical incident

We do not sell or rent personal data to third parties.

Some data may be stored outside the UK (e.g., Wix servers). When this occurs, strong legal safeguards apply (e.g., Standard Contractual Clauses).

5. How Long We Keep Personal Data

We retain data only as long as necessary:

  • Registration records: up to 6 years

  • Medical information: only for the duration of active enrollment

  • Email correspondence: up to 2 years

  • Accident/incident reports: 3 years (or longer if legally required)

  • Financial records: 6 years (HMRC requirement)

You may request deletion sooner unless we must retain it for legal reasons.

6. Your Rights Under UK GDPR

You have the right to:

  • Access your data

  • Correct inaccurate information

  • Request deletion (“right to be forgotten”)

  • Restrict processing

  • Object to processing

  • Data portability

  • Withdraw consent (for marketing or cookies)

To exercise these rights, contact us at thamesgymnastics@gmail.com.

If you are not satisfied with how we handle your data, you may complain to:
Information Commissioner’s Office (ICO) – www.ico.org.uk

7. Protecting Children’s Data

We collect children’s information only for class delivery, safety, and operational purposes. Children’s data is handled with heightened care and is never used for marketing without explicit consent.

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Use of Photos and Videos

We may take photos or short video clips during classes or events. These may be used for marketing purposes (such as our website, social media, or promotional materials) only when a parent or guardian has provided clear, opt-in consent.

  • Consent is optional and can be withdrawn at any time.

  • Withdrawing consent will not affect your child’s ability to participate in activities.

  • If consent is not provided, we will ensure your child is not photographed or will be excluded from any media use.

We never tag children by name anywhere online.

8. Security Measures

We use reasonable technical and organizational measures:

  • Encrypted SSL website

  • Password-protected accounts

  • Restricted access to Wix dashboard

  • Secure payment processors

  • Staff access limited to operational need

However, no system is completely secure. We will notify you and the ICO of any data breach where legally required.

9. Our Cookie Policy

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Our website uses cookies to improve functionality and understand site usage.

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Types of cookies we use

Strictly Necessary Cookies (always on):

  • Support site security

  • Enable registrations and login functionality

Analytics Cookies (optional):

  • Track website performance and user behaviour

  • Provided by Wix and its analytics tools

Preference Cookies (optional):

  • Store your choices and settings

Managing Cookies

When you visit our website, you will see a cookie banner allowing you to accept or decline non-essential cookies.

You can also block or delete cookies via your browser settings.

10. Links to Other Websites

Our website may contain links to external sites (e.g., Facebook, Instagram, registration partners).
We are not responsible for their content or privacy practices.

11. Updates to This Policy

We may update this policy occasionally. The “Last updated” date will always reflect the most recent version.
Significant changes will be communicated prominently.

12. Contact Us

For privacy-related questions or requests:
Email: thamesgymnastics@gmail.com
Thames Gymnastics Ltd
Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

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