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Privacy Policy

Updated September 2026

At Gymnathlon Ltd., we take your privacy seriously. This privacy statement explains what personal data or information we collect from you and from people who visit our website (www.gymnathlon.co.uk) and how we use, store, and protect it.

If you have any questions regarding this statement or our privacy practices, you may contact us at:

  • Email: info@gymnathlon.co.uk
  • Mail: Gymnathlon Ltd., Clerkenwell House, 45-47 Clerkenwell Green, London, England, EC1R 0EB

Who We Are

Gymnathlon Ltd. (Company No. 16921747) is a provider of sports education and multi-sport courses for children.

What Personal Data or Information We Collect

The personal information we may collect includes:

  • Parents or Guardians: Name, address, telephone number, and email address.
  • Children: Child’s name, age, date of birth, and any relevant medical or health conditions (for class placement, tailored instruction, and safety).
  • Billing Details: Billing address and payment information (credit/debit card details are processed securely by third-party payment providers and are not stored by us).
  • Website Usage: IP address, cookies, and browsing information when you use our website.
  • Applications: Application details when applying for a job, franchise, or training with us.
  • Employees & Coaches: Employee information including date of birth, National Insurance number, qualifications, DBS check results, and performance reviews.
  • Franchise Applicants: Contact details, financial information, and supporting background documents.

How We Collect Data or Information

We collect data or information when you:

  • Register a child for a class, trial lesson, or program
  • Make an inquiry about our services, job openings, or franchise opportunities
  • Use our website, including interactions via cookies and analytics tools
  • Sign up for newsletters or marketing communications
  • Apply for employment or submit a franchise application

How Your Information Is Used

We collect your personal data to operate our business effectively and to provide you with high-quality services. Specifically, we use your information to:

  • Fulfill contractual obligations with customers, partners, or franchisees
  • Process inquiries and provide customer support
  • Process billing, payments, and refunds
  • Maintain accurate class registers and ensure child safety and well-being
  • Contact you regarding franchise opportunities or services of interest
  • Process job applications and conduct safer recruitment checks
  • Send newsletters or marketing communications (where consent has been provided or where permitted by law)
  • Manage employment relationships, payroll, and statutory requirements
  • Assess franchise applications

We rely on legal obligations, contractual necessity, and legitimate business interests to process personal information, always ensuring compliance with UK data protection laws (UK GDPR and Data Protection Act 2018).

Details of Our Processing

Prospective Customers

  • Data held: Name, contact information, inquiry details
  • Retention: Duration of the inquiry plus up to 3 years
  • Storage: Secure cloud servers

Customers (Parents and Children)

  • Data held: Parent/guardian contact details, child’s name, date of birth, health notes, billing history
  • Retention: Duration of services plus 3 years; financial records retained for 6 years as required by UK tax law (HMRC)
  • Storage: Secure database systems and payment providers (e.g., Stripe, PayPal) compliant with UK GDPR

Job Applicants

  • Data held: Contact information, CV, application form, interview notes
  • Retention: Duration of the recruitment campaign plus 1 year
  • Storage: Secure servers

Current and Former Employees

  • Data held: Name, date of birth, contact information, National Insurance number, qualifications, DBS details, performance reviews
  • Retention: Duration of employment plus 6 years, in line with UK employment and tax laws
  • Storage: Secure HR systems

Prospective Franchisees and Franchisees

  • Data held: Contact details, background details, financial information, communication history
  • Retention: Duration of the franchise agreement plus 6 years; unsuccessful applications retained for up to 12 months
  • Storage: Secure servers

Who Has Access to Your Information

We do not sell or rent your information to third parties. We may share your data only with:

  • Third-party service providers: IT support, payment processors, management software, or marketing platforms contractually bound to process data strictly under UK GDPR standards.
  • Regulatory or legal authorities: If required by UK law or to protect child safety (e.g., safeguarding concerns).

All service providers are vetted to ensure they maintain strict technical and organizational measures to safeguard your data.

Analytics and Tracking Tools

We may use analytics tools (such as Google Analytics or session recorders) to understand how visitors interact with www.gymnathlon.co.uk and to improve user experience. These tools may collect information such as device type, browser type, session behavior, and general geographic location. This data is pseudonymized and used strictly for website optimization.

International Data Transfers

Where personal data is transferred outside the UK or the European Economic Area (EEA), we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs), to maintain a level of protection equivalent to UK data protection law.

Your Rights

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

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request corrections to any inaccurate or incomplete information.
  • Erasure: Request deletion of your personal data when it is no longer necessary for processing.
  • Withdraw Consent: Withdraw your consent to processing at any time (where processing is based on consent).
  • Restriction & Objection: Restrict or object to the processing of your data under certain conditions.
  • Data Portability: Request the transfer of your data to another provider in a structured, machine-readable format.

To exercise any of these rights, please contact us at info@gymnathlon.co.uk. We will respond within one month, as required by law.

If you feel your data has not been handled correctly, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO) (www.ico.org.uk).

Data Security

We protect your information through robust technical and organizational security measures:

  • TLS/SSL encryption for email traffic and website data transfer
  • Secure, access-controlled cloud servers
  • Role-based access controls ensuring staff only access data necessary for their role
  • Regular staff training on safeguarding and data privacy

Email Communications

We use TLS encryption to protect email traffic. However, if your email provider does not support TLS, emails sent to us may not be secure in transit. All incoming emails and attachments are scanned for viruses and malicious content.

Changes to This Policy

We regularly review our privacy policy to ensure compliance with UK law. Any updates will be published on www.gymnathlon.co.uk, with the revised date clearly marked at the top of the policy.

Contact Information

Gymnathlon Ltd.

Clerkenwell House

45-47 Clerkenwell Green

London, England, EC1R 0EB

Company No.: 16921747

Website: www.gymnathlon.co.uk

Email: info@gymnathlon.co.uk