Privacy Policy

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.

1.2 We may collect, use and store your personal data, as described in this Privacy Policy.

1.3 We reserve the right to amend this Privacy Policy from time to time without prior notice. You are advised to check our website regularly for any amendments.

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.
In relation to Cringleford Resident Bookings:-
Names & addresses for all players and email address for lead contact.	Managing the booking. The booking form is deleted after the booking.	Performing the club’s contract with the players. For the purposes of our legitimate interests in operating the club.

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:-

1. For the purpose of storing your details with ClubSpark, the software platform we use for our online venue member management database / court booking system. Please note that your own use of the software or system is subject to the Terms and Conditions and Privacy Policy published on ClubSpark’s site.

2. 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 or delete 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

(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.

April 2022