Privacy Policy

Online Safety and Communication Policy -  here.

 

Privacy & GDPR Policy

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Cheddar Tennis Club (the "Venue") of Sharpham Road, Cheddar.

 

About this document

This privacy policy sets out the way we process your personal data and we've created this privacy policy to make sure you are aware of how we use your data as a member of our tennis venue.

 

How we collect your information

We may collect your personal data 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 the Venue's club management software or 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);
• 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 our Venue).

The types of information we collect

• We may collect the following types of personal data about you:
• Contact and communications information, including your contact details (including email addresses), telephone numbers and postal addresses) and records of communications and interactions we have had with you);
• Financial information, including Direct Debit details;
• Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Venue facilities).

We may also collect data about your health or medical conditions, where you have volunteered this, for example so that we can cater for you when you attend a Venue social event or a course/camp.

How we use personal data

Personal  data 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.

More generally, we will use your personal data for the following purposes:

Administration of your Venue membership, including:

• Informing you about court / facilities opening hours

• Taking payment of membership fees

• Fulfilment of orders for goods and services, including court bookings

• Administration of the Wimbledon ballot

• Where this is necessary for the performance of a contract (including any written terms and conditions relating to your membership) with you

• Research and statistical analysis about who is playing tennis in our Venue

• Communication about our Venue activities that we think may be of interest to you

• Storing your details on 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 that site

• Where this is necessary for our legitimate interests (for example in increasing use of our Venue's facilities and participation in the game generally

• Promoting our Venue and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest

• Where this is necessary for our legitimate interests (or the legitimate interests of a third party, and/or where we have your consent, as applicable.

 

Your marketing preferences

We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Venue. Examples of these essential service communications are:

• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).

• Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about venue closures and holiday opening hours.

You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:

Telephone: 01934 750580

Email: rosemary.gilling1956@gmail.com

Post: Sharpham Road, Cheddar BS27 3DR

 

Sharing your information with others

We do not sell or share your personal data for other organisations to use other than as set out below.

Personal data collected and processed by us may be shared with the following third parties, where necessary:

• Our employees and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled

• Our contractors and suppliers, including coaches and any provider of membership management services.

 

How long your information is kept

We keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we retain it for so long as you have a valid Venue membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

Your rights

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below)

• Object to processing of your personal data 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 data for direct marketing purposes

• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data 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 data (without affecting the lawfulness of our previous processing based on consent)

• Request the transfer of your personal data to another party.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

 

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact the secretary:

Telephone: 01934 750580

Email: rosemary.gilling1956@gmail.com

Post: Sharpham Road, Cheddar BS27 3DR

If you are not satisfied with how we are processing your personal data, you can make a complaint to theInformation 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.

 

 

 

ONLINE SAFETY AND COMMUNICATION POLICY

This document is also available as a  here.

PURPOSE AND SCOPE:

Cheddar Lawn Tennis Club strives to ensure that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable tennis experience. This document sets out how the Cheddar Lawn Tennis Club uses the internet and social media, and the procedures for doing so. It also outlines expectations for online behaviour and communication with children.

The principles in this policy apply no matter which current or future technology is used. The purpose of this policy is to:

 

• Protect children involved with our organisation and who make use of technology (such as mobile phones, tablets, games consoles and the internet).
• Provide staff, coaches and volunteers with policy and procedure information regarding online safety and inform them how to respond to incidents
• Ensure our organisation operates within the law regarding how we behave online

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Cheddar Lawn Tennis Club.

 

WE RECOGNISE THAT:

• The online world provides everyone with many opportunities; however, it can also present risks and challenges
• We have a duty to ensure that all children and adults involved in our organisation are protected from potential harm online
• We have a responsibility to help keep children safe online, whether or not they are using Cheddar Lawn Tennis Club’s network and devices
• All children, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse
• Working in partnership with children, their parents, carers, and other organisations is essential in helping them to be responsible in their approach to online safety

WE WILL SEEK TO KEEP CHILDREN SAFE BY:

 

• Understanding the safety aspects, including what is acceptable and unacceptable behaviour for staff, coaches, volunteers, and children, when using website, social media, apps and other forms of digital communication
• Being aware that it doesn’t matter what device is being used for digital interaction, but that the same safety aspects apply whether it is a computer, mobile phone, or game console
• When using social media or video conferencing platforms (including live streaming), ensure that we adhere to relevant legislation and good practice
• Ensuring the person managing our organisation’s online presence is suitably trained and experienced
• Providing staff with policy and procedure information regarding online safety and inform them of how to respond to incidents

MANAGING OUR ONLINE PRESENCE:

Our online presence through our website or social media platforms will adhere to the following guidelines:

• All social media accounts will be password-protected, and at least two members of staff and/or volunteers will have access to each account and password
• Social media accounts will be monitored by a designated person, who will have been appointed by the committee
• The designated person managing our online presence will seek advice from our Welfare Officer/County Safeguarding Officer and the LTA to advise on safeguarding requirements as required
• The designated person will remove any inappropriate posts, explaining why, and informing anyone who may be affected (as well as the parents of any children involved)
• Account, page and event settings will be set to 'private' so that only those invited can see their content
• Social media pages/groups (e.g. Facebook pages/groups) used to communicate with children must be an organization, community or sports group and not personal
• Identifying details such as a child's home address, school details, telephone number or email will not be posted on social media platforms
• Any posts or correspondence will be of a professional purpose
• We'll make sure children are aware of who manages our social media accounts and who to contact if they have any concerns about the running of the account
• Parents will be asked to give their consent for us to communicate with their children through social media, via video conferencing platforms or by any other means of communication
• Parents will need to give consent for photographs or videos of their child to be posted on social media
• All of our accounts and email addresses will be appropriate, fit for purpose and only used for venue/county specific activities
• Video conferencing sessions will be password protected to maintain children’s privacy and prevent exposure to inappropriate or harmful content by third parties.

WHAT WE EXPECT OF STAFF, COACHES AND VOLUNTEERS:

• They should be aware of this policy and behave in accordance with it
• They should seek the advice from our Welfare Officer / County Safeguarding Officer and the LTA if they have any concerns about the use of the internet or social media
• Any messages they wish to send out to children must be sent through the designated person responsible for the organisation's online presence
• They must not 'friend' or 'follow' children from personal accounts on social-media and maintain the same professional boundaries online as they would in person when using organisation accounts
• They must make sure any content posted is accurate and appropriate
• They must not communicate with children via personal accounts or private messages
• They must communicate with parents through email or in writing, or use an organisational account, profile or website rather than via personal social media accounts
• They must copy in parents (or at least one other member of staff, coach or volunteer) to any communications sent to children
• They must avoid communication with children beyond dedicated event or activity timings, unless it is necessary for professional purposes (i.e. emergencies, whilst on a trip, etc.) and contacting the parents is not possible
• They must sign off any communication in a professional manner, avoiding the use of emojis or symbols such as kisses (“X’s”)
• They will respond to any concerns reported through social media in the same way as a face-to-face disclosure, in accordance with our safeguarding policy
• They must not engage in sexting, or send pictures or messages that are abusive, obscene, inappropriate, indecent, or menacing to anyone
• They must ensure any 1-2-1 sessions with children involve the parents/carers being able to supervise their child, or alternatively, that another coach/member of staff is present. This supervision would not necessarily require the parents to be in the same room, as long as they are able to check in on the session.

WHAT WE EXPECT OF CHILDREN:

 

• They should be aware of this policy
• They will sign and adhere to the acceptable use statement for internet and social media use
• They will behave responsibly online and refrain from any bullying or abusive behaviour.

WHAT WE EXPECT OF PARENTS/CARERS:

• They should be aware of this policy and behave in accordance with it
• They should seek the advice from our Welfare Officer/County Safeguarding Officer and the LTA if they have any concerns about the use of the internet or social media
• They should communicate with staff, coaches and volunteers in a professional and appropriate manner
• They must not engage in sexting, or send pictures or messages that are abusive, obscene, inappropriate, indecent or menacing to anyone
• They will ensure their children understand and sign the acceptable use statement for internet and social media use on all devices.

USING MOBILE PHONES OR OTHER DEVICES TO COMMUNICATE:

When using mobile phone or other devices to communicate, we will take the following precautions
to help keep children safe:

• Staff, coaches, and volunteers will communicate through parents directly or copy them into all messages to children
• Where it is necessary to contact children directly, and it is not possible to copy the parents into the message, we will seek parental consent to do this or include a second practitioner
• In some circumstances it may be necessary for staff, coaches and volunteers to message children directly for logistical reasons and it is impractical to text the parents, for example cancelling or rescheduling the lesson. Where this type of one-to-one communication by text message is needed, the message will not be deleted from the device to ensure an audit trail exists
• Messages will be used for professional communication, such as reminders about lesson times, meeting points etc.
• If staff, coaches and volunteers only have one mobile phone, and it is not possible to have a second business phone, they will ensure the parents and child understand this and agree and adhere to clear boundaries
• If a child tries to engage a member of staff, coach or volunteer in a conversation which is not of a professional manner (for example, their personal life), the member of staff, coach or volunteer will:

end the conversation or not reply;
inform the Welfare Officer / County Safeguarding Officer as soon as possible and arrange to address the matter with the child and their parents appropriately;

or if the conversation raises safeguarding concerns, notify the LTA as soon as possible.

USING MOBILE PHONES/DEVICES DURING ACTIVITIES

So that all children can enjoy and actively take part in tennis activities, we discourage the use of
mobile phones/devices. As part of this policy, we will:

• Make children aware of how and who to contact if there is an emergency or a change to previously agreed arrangements
• Inform parents of appropriate times they can contact children who are away on trips
• Advise parents that it may not be possible to contact children during activities and provide a contact within the venue or organisation who will be reachable should there be an emergency
• Explain to children how using mobile phones during activities has an impact on their safe awareness of their environment, and their level of participation and achievement

 

Cheddar Lawn Tennis Club asks that all parents/guardians read through and discuss our Social Media Statement with their child/children.

RELATED POLICIES AND PROCEDURES

This policy should be read alongside our Club policies and procedures, including:

• Code of conduct
• Diversity and inclusion
• Photography and filming
• Use of changing rooms
• Safeguarding policy
• Safeguarding at events, activities and competitions
• Safe recruitment

Further information for parents about keeping children safe online

Keeping children safe online | NSPCC
CEOP Education (thinkuknow.co.uk)
Parents and Carers - UK Safer Internet Centre

This policy is reviewed every three years (or earlier if there is a change in national legislation).