1 About this policy
1.1 This policy explains when and why we collect personal information, how we use it, how we keep it secure and your rights in relation to it.
1.4 We will comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. For the purposes of the GDPR, we will be the ‘controller’ of all personal data we hold about you.
2 Who we are
We are Cringleford Tennis Club-Oakfields Road, Cringleford, NR4 6XF
3 What Information we collect and why
|Type of Information||Purpose||Legal Basis of Processing|
|Member’s contact details-name, address, email address, telephone numbers.||Managing the Member’s membership of the club-for renewal, to provide important club information & details of club events.||Performing the club’s contract with the member. For the purposes of our legitimate interests in operating the club.|
|Date of Birth & copy student card||Managing the membership categories which are age related.||Performing the Club’s contract with the member.|
|Photos & videos||Promoting club activities on the club’s website and/or social media pages, for use in press releases and club newsletters.||Consent. We will seek the Member’s consent on their membership application or renewal form and the Member may withdraw their consent at any time by contacting us by letter or email.|
|Member’s & participant’s contact details-name, email address and/or telephone numbers.||Arranging club events, team tennis and adult coaching.||For the purposes of our legitimate interests in holding club events, team tennis and adult coaching for the benefit of members and non members who choose to participate in such events.|
|Coaches contact details-name, address, email address, telephone number, relevant qualifications||Managing the coaching at the club.||For the purposes of our legitimate interests in ensuring members can contact those offering instruction and provide details of coaches to members and others.|
|In relation to Juniors participating in Coaching Activities:-|
|Contact details for parent/carer & child-name, address, email address, telephone numbers||Managing the coaching at the club.||For the purposes of our legitimate interests in operating coaching by the club.|
|Emergency Contact details||Contacting next of kin in event of an emergency||Protecting the child’s vital interests|
|Medical information||Ensuring the well-being of the child when participating in coaching activities.||Protecting the child’s vital interests|
|Photos & videos||Promoting club activities on the club’s website and/or social media pages, for use in press releases and club newsletters.||Consent. We will seek the consent of the parent/carer of the child on the Consent & Emergency Contact form and the parent/carer may withdraw their consent at any time by contacting us by letter or email.|
4 How we protect your personal data
4.1 We have implemented accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.2 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5 Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties except where required to do so by law.
6 How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club, plus for a further limited period to facilitate renewals and for as long afterwards as it is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations, eg compliance with tax requirements and exemptions, and the defence of legal claims.
6.2 We securely destroy all information once we no longer need it.
7 Your Rights
You have rights under the General Data Protection Regulations:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to, or restrict how your personal data in processed
If you have any questions, comments and requests regarding our data processing practices please contact a member of the Committee.