Data Protection Policy

What personal data does the Club collect?

The Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and tennis club. The data we routinely collect includes members’ names and gender, addresses, email, telephone numbers, and – for juniors only - dates of birth. We collect this from our members when they join the club and update it when they renew membership.

What is this personal data used for?

We use members’ data for the administration of their membership and the club, including the communication of information, and the organisation of events.

Who is data shared with?

Contact information may be shared with other members for club purposes only – e.g. to facilitate arranging games of tennis. Members are given the opportunity to say whether they wish contact information included in the club handbook. Data may occasionally be shared with third parties for specific tasks where this is necessary for club business. In particular, the club is affiliated to the Lawn Tennis Association and some data may be shared as a normal part of this relationship, for example in relation to members participating in the Wimbledon ticket ballot. We will not permit members’ data to be used for external marketing.

Images

Where we wish to use your image during the attendance or participation in club events for the purposes of promoting the club on the club website, social media, the internet or traditional news outlets, we will seek explicit consent which can be removed by contacting the club Secretary.

How is members data stored?

This information is mainly stored in digital form on computers and in the form of written membership documents.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person currently responsible for ensuring that the Club discharges its obligations under the GDPR is the Club Secretary.

Who has access to members data?

Members of the committee have access to members’ data in order to carry out their legitimate tasks for the organisation.

How members can check what data we have about them?

If members want to see, check or amend the basic membership data we hold about them, they should contact the Club Secretary.

How long will we keep your data for, and why?

We normally keep members’ contact data if their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request in writing or by e-mail to the Club Secretary.

April 2018