Privacy Policy
PRIVACY POLICY
Last Updated: 16/09/2026
This Privacy Policy explains how [Gympy Gymnastics Club ] (“we”, “us”, “our” or “the Club”) collects, uses, stores, protects and otherwise processes personal information when you use our website, mobile application, online booking systems, contact forms, trial booking forms, membership services and related services (collectively, the “Services”).
We are committed to protecting your personal information and processing it responsibly in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013 (“POPIA”), the Electronic Communications and Transactions Act 25 of 2002 (“ECT Act”), and other applicable laws.
By using our Services or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy.
1. Who We Are
The responsible party for your personal information is:
Gympy Gymnastics Club
Address: 1 Stuart Close, Unit 10 Tazra Park, Somerset West Business Park, Somerset West 7130
Email: admin@gympygymnastics.co.za
Telephone: +27 71 660 0447
Our Information Officer / privacy contact can be reached at:
Email: admin@gympygymnastics.co.za
2. Personal Information We Collect
Depending on how you interact with us, we may collect information including:
Parents, Guardians and Adult Customers
- Full name
- Email address
- Telephone or WhatsApp number
- Residential or billing address
- Booking and membership information
- Payment and transaction information
- Communications and enquiries
- Account login information where applicable
- Information provided when contacting us
Children and Participants
Where a parent or lawful guardian registers a child for our services, we may collect:
- Child’s name
- Child’s age or date of birth
- Relevant gymnastics experience
- Booking and class information
- Attendance information
- Information necessary to safely provide our services
- Emergency contact information where required
Where necessary for the safe provision of our services, we may also request relevant health, medical, allergy, injury or accessibility information.
We will only request information that is reasonably necessary for the relevant purpose.
3. How We Collect Information
We may collect personal information when you:
- Complete a trial booking form
- Register for a class or membership
- Contact us through our website
- Contact us by email, telephone or WhatsApp
- Create or use an account
- Make or enquire about a booking
- Make a payment
- Subscribe to communications
- Use our mobile application
- Communicate with our staff
- Participate in our programmes or activities
We may also automatically collect limited technical information when you use our website or app, such as IP address, browser type, device information, operating system, pages visited and interaction information.
4. Why We Process Your Information
We may process your personal information for purposes including:
- Responding to enquiries
- Processing trial requests
- Registering participants
- Managing memberships and bookings
- Communicating with parents, guardians and customers
- Providing gymnastics classes and related services
- Managing attendance
- Processing payments
- Providing customer support
- Communicating important service or safety information
- Managing accounts
- Improving our website, app and services
- Maintaining security and preventing fraud or misuse
- Meeting legal and regulatory obligations
- Keeping appropriate business records
- Sending marketing communications where legally permitted and where the required consent or other lawful basis exists
We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted by applicable law.
5. Children’s Personal Information
Our Services may involve the collection and processing of information relating to children.
A parent or lawful guardian should provide information about a child and make bookings or registrations on the child’s behalf where required.
We take children’s personal information seriously and will only collect and process it for legitimate purposes connected with providing our services, safety, administration, communication and legal obligations.
Where POPIA requires consent from a competent person for processing a child’s personal information, we will seek the appropriate consent from the child’s parent, guardian or other person legally authorised to provide such consent.
We do not knowingly use children’s personal information for unrelated marketing purposes without an appropriate lawful basis and, where required, consent.
6. Special Personal Information
Certain information, such as health or medical information, may constitute special personal information under applicable privacy laws.
Where we collect such information, we will only process it where there is a lawful basis to do so and where it is reasonably necessary for purposes such as participant safety, providing appropriate services, responding to emergencies, complying with legal obligations or other permitted purposes.
We do not ask customers to provide medical information unless it is relevant to the services or circumstances concerned.
7. Legal Basis for Processing
Depending on the circumstances, we may process personal information because:
- You have provided consent;
- Processing is necessary to provide a service you have requested;
- Processing is necessary to administer a booking, membership or other agreement;
- Processing is required by law;
- Processing protects a legitimate interest that is permitted under applicable law; or
- Another lawful ground under POPIA applies.
Where processing is based on consent, you may withdraw that consent subject to applicable legal or contractual limitations.
Withdrawal of consent does not affect the lawfulness of processing that occurred before withdrawal.
8. Direct Marketing
We may communicate with customers regarding our services, classes, events, promotions or other relevant information where permitted by applicable law.
Electronic marketing communications may include email, SMS, WhatsApp or other electronic communication channels.
Where consent is required, we will obtain it before sending marketing communications.
You may request to stop receiving marketing communications at any time by using the unsubscribe option provided, contacting us, or following the instructions contained in the relevant communication.
South Africa’s privacy framework contains specific rules concerning unsolicited electronic direct marketing, and the ECT Act also contains provisions concerning commercial communications.
9. Cookies and Tracking Technologies
Our website and application may use cookies and similar technologies.
These may be used to:
- Keep the website functioning;
- Remember preferences;
- Improve website performance;
- Understand how visitors use our website;
- Measure website traffic;
- Improve our services;
- Support security; and
- Where applicable, support marketing and advertising.
For more information, please see our Cookie Policy.
10. Third-Party Service Providers
We may use trusted third-party service providers to help us operate our business and provide our Services.
These may include providers for:
- Website hosting
- Email delivery
- Payment processing
- Booking and scheduling
- Customer relationship management
- Analytics
- Marketing
- Cloud storage
- Website security
- Communication services
- Mobile application infrastructure
Where third parties process personal information on our behalf, we will take reasonable steps to ensure that appropriate safeguards and confidentiality obligations are in place.
Third-party providers may process information outside South Africa. Where this occurs, we will take reasonable steps to ensure that the transfer and processing complies with applicable South African privacy requirements.
11. Payments
Where you make a payment through our website or application, payment information may be processed by an authorised third-party payment provider.
Where appropriate, we do not store complete card details on our own systems.
Payment providers may process information according to their own privacy policies and terms.
12. Information Security
We take reasonable technical and organisational measures to protect personal information against:
- Loss
- Damage
- Unauthorised access
- Unauthorised disclosure
- Unauthorised alteration
- Unauthorised destruction
However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
13. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or for as long as required or permitted by applicable law.
The retention period may depend on:
- The type of information;
- The purpose for which it was collected;
- Whether you remain a customer or member;
- Legal or regulatory requirements;
- Accounting and tax requirements;
- Dispute resolution; and
- Security or fraud prevention requirements.
When information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.
14. Your Rights
Subject to applicable law, you may have the right to:
- Request access to personal information we hold about you;
- Request correction of inaccurate or outdated information;
- Request deletion or destruction of personal information where legally permitted;
- Object to certain processing;
- Withdraw consent where processing is based on consent;
- Request information regarding how your personal information is being processed; and
- Lodge a complaint concerning the processing of your personal information.
Requests can be sent to:
Email: [Privacy Email]
We may need to verify your identity before processing certain requests.
15. Complaints
If you believe that we have processed your personal information unlawfully or have not adequately addressed your privacy concern, please contact us first so that we can investigate and attempt to resolve the matter.
You may also lodge a complaint with the Information Regulator of South Africa, which is responsible for monitoring and enforcing compliance with POPIA.
Information Regulator contact details are available through its official website.
16. Links to Other Websites
Our website or application may contain links to third-party websites, social media platforms or services.
We are not responsible for the privacy practices or content of third-party websites.
You should review the privacy policy of any third-party service before providing personal information to it.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or business practices.
The latest version will be published on our website with the relevant “Last Updated” date.
18. Contact Us
If you have questions about this Privacy Policy or how we process personal information, please contact us:
Gympy Gymnastics Club
Address: 1 Stuart Close, Unit 10 Tazra Park, Somerset West Business Park, Somerset West 7130
Email: admin@gympygymnastics.co.za
Telephone: +27 71 660 0447
Last Updated: 16/09/2026