What personal data does the Club collect?
The information on members, that we routinely collect, includes members’ names, addresses, email addresses, date of birth, British Tennis Membership number and telephone numbers (includes phone calls, text messaging and ‘WhatsApp’ messaging). We collect this contact data directly from our members when they join the Club, and it is updated as and when members inform us of any changes. On occasion, we may also take your photograph at a club event.
What about members under the age of 16?
The parent(s) or legal guardians of any member under the age of 16 must provide their consent to their child’s data being stored, not the child themselves.
What is this Contact Data used for?
We use this data for the administration of your membership, the communication of information and the organisation of events.
Who is your data shared with?
None of this contact data is shared with any other organisation
How is your contact data stored?
This data is stored on the personal computer of the Membership Secretary. Access to this computer is password protected.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that the Club discharges its obligations under the GDPR is the Club’s Membership Secretary.
Who has access to your data?
Members of the committee of the Club have access to members’ data in order for them to carry out their legitimate tasks for the club.
What is the legal basis for collecting this data?
The Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Club’s Membership Secretary.
Does the Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
- You may choose to maintain your membership of the Club with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could choose for the club to not keep details of your home address or telephone numbers, although this could hamper the clubs’ attempts to inform you of important or urgent information.
- You may choose not to receive information emails from the Club (we do not send any out on behalf of other organisations).
- Any of these options can be implemented for your club membership by contacting the Club’s Membership Secretary.
How long do we keep your data, and why?
We keep this information for as long as you remain a member of the club. All your contact data is deleted when you are no longer a member.
Historical match results, competition winners, prize lists etc are required for archiving purposes and names cannot be removed from them.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
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