Under the General Data Protection Regulations (2018) the club has a responsibility to inform you of the data it collects, the reason for collecting it, the way it will be used and who it will be shared with. In order to become a member you have to actively consent to the use of your personal data as described in this statement.

When you submit information to us it will be used to manage your membership at the club and the Chepstow Athletic Club. Only the personal information necessary to verify your class of membership and to ensure you can be contacted is required. In the case of junior members additional parent/guardian information is required.

Your information is collected and stored in the Clubspark application (from Sportlabs Technology Ltd1) that is licensed by the LTA for use by registered tennis clubs. The application provides membership administration and other club related functions, eg court booking. Access is restricted to committee members and team captains. You have the right to view your personal information held by the club upon application to the Membership Secretary, and the right to correct and/or remove it. Your information will be retained for up to 2 years after your membership has lapsed so that we can contact you about re-joining. After that time it will be deleted.

We like to keep our members informed of all sporting and social activities at the club. Our primary method for this is e-mail and the club uses a third party web application, mailchimp2, for this purpose. Only names and e-mail address are transferred to this tool.

Membership of the club includes membership of the Athletic Club. To process this membership application only basic information is shared; name, contact details and CAC membership class. This information is kept securely by them and is used only for your membership application and the occasional communication of CAC related activities.

Coaching at the club is managed by an independent coach. We will only use your information, when requested by the coach, to confirm your membership of the club (this enables a coaching discount to be applied).

The club operates a CCTV system that records images of motion around the tennis courts within the bounds of the private property of the Chepstow Athletic Club. They are in place for the protection and security of the players and club facilities, to be accessed in the event of an incident being suspected or reported. Recordings are kept securely for a maximum of 7 days after which they are automatically deleted. Access to the recordings is limited to a subset of the committee; The Chairman & The Facilities Officer. Footage is only shared outside the club, specifically with law enforcement, in the support of any incident. You may request footage of yourself (a “Subject access Request”) within 5 days of the image capture, subject to your proof of identity.

If we become aware of any data breaches where your information is accessed by persons not disclosed herein then we will let you know within 48 hours of the club being informed.

If you have any questions then please contact the Membership Secretary who acts as the Data Protection Officer.

Third party statements

1. Sportlabs Technology Ltd:
   Their privacy statement can be found here: https://clubspark.lta.org.uk/PrivacyPolicy 

No data is shared with 3rd parties, but is accessible by the LTA (the licensee). The LTA privacy policy can be found here: https://www.lta.org.uk/about-the-lta/policies-and-rules/privacy-policy/. The data itself is hosted in Microsoft Azure. Further information can be found here: https://azure.microsoft.com/en-gb/overview/trusted-cloud/ 

1. Mailchimp: Their privacy statement can be found here https://mailchimp.com/legal/privacy
   Email lists are not shared with 3rd parties.