Policies & Terms

All documents

Our policies, the codes of conduct we ask everyone to sign up to, and the British Gymnastics standards the club works within. Documents marked PDF will download; everything else opens on the page or on the relevant website.

Code of Conduct

BGC is a community built on respect, hard work, and a love of gymnastics. By being part of the club, you agree to uphold the code that applies to you.

We publish four codes of conduct: one for gymnasts, one for parents and guardians, one for coaches, officials, and volunteers, and one covering the changing and toilet facilities. All four are in All documents at the top of this page, alongside the disciplinary process that applies if a code is breached and the procedure for making a complaint.

Any behaviour that constitutes a safeguarding concern is handled under our safeguarding procedures rather than the disciplinary process.

If you have a question about any of these, or want to raise a concern about the behaviour of someone associated with BGC, please contact us, speak to a member of staff, or email the welfare team at welfare@basingstokegym.co.uk.

Privacy Policy

Last updated: April 2026

1. Who we are

Basingstoke Gymnastics Club ("BGC", "we", "us", "our") is a registered charity operating at Basingstoke, Hampshire. We are the data controller for personal information we collect in connection with club membership, class bookings, communications, and website use.

If you have any questions about this policy or how we handle your data, please contact us via the Contact page.

2. What data we collect

We may collect the following types of personal information:

Membership and booking data – name, date of birth, address, email address, phone number, emergency contact details, medical information relevant to gymnastics participation.
Parent/guardian data – name, contact details, and relationship to the gymnast, for members under 18.
Payment data – processed securely via our booking system (CoursePro). BGC does not store payment card details.
Photography and video – images or footage taken at club sessions or events, where consent has been given.
Website usage data – anonymised analytics data collected when you visit our website.

3. How we use your data

We use your personal information to:

Manage your membership and class bookings
Communicate important club information, timetable changes, and events
Ensure the health, safety, and welfare of gymnasts in our care
Meet our obligations to British Gymnastics and relevant statutory bodies
Send our newsletter (where you have opted in)
Comply with our legal and regulatory obligations as a registered charity

4. Legal basis for processing

We process your data under the following lawful bases as defined by UK GDPR:

Contract – processing necessary to deliver the services you have booked.
Legitimate interests – club communications, safety, and administration.
Consent – marketing communications and photography.
Legal obligation – safeguarding requirements and charity reporting.

5. Who we share your data with

We do not sell your data. We may share information with:

CoursePro – our booking and membership management platform.
British Gymnastics – for competition registration and membership verification.
Emergency services – if required to ensure the safety of a gymnast.
Statutory authorities – where required by law, including safeguarding referrals.

6. How long we keep your data

We retain membership and booking records for a minimum of 7 years in line with charity accounting requirements. Medical and safeguarding records are retained for longer periods as required by British Gymnastics guidance and applicable law. Photography and marketing data is held only as long as consent remains active.

7. Your rights

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

Access the personal data we hold about you
Correct inaccurate data
Request deletion of your data (subject to legal retention obligations)
Withdraw consent at any time (where consent is the lawful basis)
Object to processing based on legitimate interests
Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, please contact us via the Contact page.

8. Cookies

Our website uses only essential cookies necessary for the site to function correctly. We do not use advertising or tracking cookies. Anonymised analytics may be collected to help us understand how the site is used and improve it.

9. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top of this section will reflect any changes. Significant changes will be communicated directly to members where appropriate.