For the purposes of the General Data Protection Regulation (“GDPR”) and UK data protection laws, the controller is Wye Tennis Club (the “Club”) of Wye Village Hall, Bridge Street, Wye TN25 5DR. Wye Tennis Club is a not for profit unincorporated association.
2. How we collect your information 2.1 We may collect your personal information in a few limited ways, namely:
- • Directly from you, when you fill in an application for membership, when you make enquiries on our website, when you provide information via our court booking system or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, renew your membership, sign up for a course or lessons, email us, complete a survey etc);
- • From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
- • From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about the Club).
3. The types of information we collect 3.1 We may collect the following types of personal information about you:
- • Contact and communication information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
- • Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Club facilities). 3.2 We may also collect information about your health or medical conditions, where you have volunteered this, for example so that we can take this into account when you attend the Club to play or to have coaching.
4. Acceptance of Terms 4.1 By submitting information to us or using our Website or registering for services through the Website,
5. Use of your information 5.1 Personal information provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
5.2 More generally, we will use your personal information for the following purposes:
• Administration of your Club membership, including: of informing you about court opening hours;
of taking payment of membership fees;
of taking advice and action in relation to the collection of debts;
of providing information of any services you have requested, including through the use of email and text message where appropriate;
of to enforce our terms and conditions, policies, regulations and Club rules;
of fulfilment of orders for goods and services, including items purchased, court bookings;
of administration of the Wimbledon ballot;
or in any other way as described to you at the time of collection of your personal information.
- • Research and statistical analysis about who is playing tennis in our Club.
- • Communication about our Club activities that we think may be of interest to you.
6. Disclosure of your information 6.1 We value your privacy and do not sell or your personal information to any third parties under any circumstances.
6.2 We may include announcements in some Wye Tennis Club communications, but we do not provide any of your personal information to third parties, except where required by law and except as set out below:
- • To our agents, contractors and volunteers to administer your membership, your account and any products and services provided to you now or in the future.
- • To any provider of membership management services;
- • To anyone to whom we transfer or may transfer our rights and duties under our agreement with you.
- • If we have a duty to do so or if the law allows us to do so. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- • To third parties who will help process or administer Wye Tennis Club services or who will provide advice and take action in relation to the collection of debts.
7. Communicating with you 7.1 We will only send email or text messages to individuals who have requested that these mailings be sent to them, or as part of an ongoing relationship we have with an individual or business.
7.2 Your right to control what communications, if any, that you receive from Wye Tennis Club is important to us. The information below will assist you in understanding the different communication options you have and how you can notify us of changes in your preferences or to unsubscribe in general.
7.3 We provide notifications to members and those on our coaching programme including (without limitation) membership information, coaching changes or cancellations, membership and coaching terms and condition changes, invoices and sales statements. As these emails are a necessary part of how we run Wye Tennis Club, we need to be able to send them to you regardless of your marketing preferences.
7.4 We also maintain a list of individuals who have expressed an interest in receiving updates about Club issues, including our newsletters. These communications may contain marketing material. You can subscribe to these updates at any time by following the instructions below.
7.6 If you unsubscribe, you will still receive documents as set out in 7.3 above but we will be unable to send you any more general Club news and information. Email is our principal means of communicating with you so please help us to keep in touch by ensuring that the “send documents by email” box is ticked.
Telephone: Graham Sutherland (Club Chairman) 01233 666026
Post: Wye Tennis Club, Village Hall, Bridge Street, Wye TN25 5DR
8. How long your information is kept
We keep your personal information only for as long as necessary for each purpose we use it. For most membership information, this means we retain it for so long as you have a valid Club membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
9. Access to Information 9.1 You have the right to make a written request for a copy of the personal information that we keep about you or to correct the details that we hold about you.
9.2 Under certain circumstances you have the right in writing to: 9.2.1 Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
9.2.2 Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
9.2.3 Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no legitimate reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
9.2.4 Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
9.2.5 Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your information.
9.2.6 Request the transfer of your personal information to another party.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
11. Security 11.1 In order to comply with our obligations under the General Data Protection Regulation, we will protect your personal data from unauthorised access, misuse, alteration or loss by using commercially reasonable security measures. Any payment transactions will be encrypted using SSL technology.
11.2 Nothing in this policy in any way excludes or limits our liability for negligence causing death or personal injury or for fraudulent misrepresentation.
11.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of any data transmitted to our site; any transmission will be at your own risk.
11.4 We are not responsible or liable to you for any loss or damage you may suffer or incur in connection with your use of this site which is caused by an event beyond our control which includes the transmission of information by electronic means, material, content and data over the internet and the use of it by others.
11.5 When you become a member, you will be provided with a password which enables you to access certain parts of our site. You are responsible for keeping this password confidential. Please do not share your password with anyone.
12. Contact and complaints
- • by email to firstname.lastname@example.org or email@example.com
- • by telephone: 01233 666026
- • or by post: Wye Tennis Club, Village Hall, Bridge Street, Wye TN25 5DR
If you are not satisfied with how we are processing your personal information or dealing with your complaint, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.