Who we are
Oak Tree Gymnastics is a recreational gymnastics club in Slough, Berkshire. We are the "controller" of the personal information described here, which means we decide how it's used and we're responsible for protecting it.
Questions about your data? Email hello@oaktreegymnastics.com.
What we collect
When you register interest
Your name, email address, your child's age, and any class you're interested in.
When you book a free trial or join the club
- About your child: name, preferred name, date of birth, gender, home address, first language, and anything you tell us that helps us support them.
- Health information: medical conditions, medication, disabilities, allergies and dietary requirements. This is "special category" data, and we take extra care with it.
- About you: names, relationship to the child, phone numbers and email addresses for parents or carers, and an emergency contact.
- Consents: your answers on photos and video, first aid, and our policies, with your typed signature and the date.
- Club records: class bookings and attendance.
When payments start, our payment provider (Stripe) will handle card and bank details. We never see or store full card numbers.
Why we use it
| What for | Legal basis |
|---|---|
| Telling you about opening dates, classes and enrolment (if you registered interest) | Your consent. You can ask us to stop at any time. |
| Running classes, bookings, registers and memberships | Contract: we need it to provide the classes you've booked. |
| Keeping your child safe, including first aid and emergencies | Legitimate interests and legal obligations. For health information: your explicit consent, and protecting your child's vital interests in an emergency. |
| Safeguarding children | Legal obligations, and safeguarding conditions under the Data Protection Act 2018. |
| Photos and video of your child for our website and social media | Your consent, which you can withdraw at any time. |
| Taking payments (when they start) | Contract. |
We will never sell your information or use it for anything unrelated to the club.
Who we share it with
Only the people who need it: our coaches see the details needed to run their sessions safely, including relevant medical information. We also use a few trusted services to run the club:
- Cloudflare: hosts our website and stores the forms you send us. Data is stored in Western Europe.
- Google (Gmail): our club email.
- Stripe: payments, once we start taking them.
Some of these companies are based in the USA. Where data leaves the UK, it's protected by approved safeguards such as the UK International Data Transfer Agreement or the UK–US data bridge.
We will share information with emergency services, medical professionals, the police or children's services if we need to, to protect a child or because the law requires it.
How long we keep it
- Register-interest sign-ups: until 12 months after we open, unless you join.
- Free trial registrations (if your child doesn't join): 12 months after the trial.
- Members' registration forms: while your child is a member, plus 3 years.
- Accident reports and safeguarding records: longer, where the law or our governing body requires it.
Keeping it safe
Forms are sent over an encrypted connection and stored securely. Only the club's owner can open the full registration forms, by signing in with a one-time link. Medical details are never sent by email.
Your rights
You can ask us to:
- give you a copy of the information we hold about you or your child
- correct anything that's wrong
- delete information we no longer need
- stop using it, or limit how we use it
- withdraw any consent you've given, such as for photos
Email hello@oaktreegymnastics.com and we'll reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
Our website doesn't use advertising or tracking cookies. The only cookie is a sign-in cookie for the club owner's private area.
Last updated: 25 October 2026