GLEBIAN TENNIS CLUB

DATA PROTECTION POLICY

GENERAL POLICY STATEMENT

The Club will only hold data on its members (both playing and social) that it requires to run the club efficiently.

 COLLECTION OF DATA

Details of members, addresses, telephone numbers, e mail addresses and emergency contacts will be collected on the Club’s Application Form. In the case of Junior members under the age of 16 years their age or date of birth will also be collected on the form. This form will include a section that allows the member (or for Junior members, the parent/guardian) to give (or withhold) permission for the club to hold the member’s details and to include them on the electronic list of members.

The general electronic list of members will only include the members name, their telephone numbers and e mail address. The Club Secretary will hold an electronic list of addresses for members but only he/she will have access to this.

At any time members can withdraw consent for their details to be included on the electronic list.

At any time members can request their details are amended on the electronic list.

At any time members can withdraw permission for the Club to contact them by email, telephone or post.

At any time members can change their consent regarding how the Club is to contact them.

At any time members can ask the Secretary to see their own personal data held by the Club

 USE AND STORAGE OF DATA

The completed Club membership Application Forms will be held securely by the Club Secretary (Data Controller) at his/her home address. The general electronic list of members (with members’ names, phone numbers and email addresses) will be circulated to Committee members and Team Captains.

A paper copy of this general electronic list will be held in a ring binder in the Club House to enable Club members to contact each other.

The Club will only use personal data to contact members regarding matters relating to the Club and to tennis.

The Club will contact members by members’ selected method of contact.

SHARING OF DATA

The information collected from members will not be shared with outside individuals or organisations.

SECURITY OF DATA

If the Club Secretary thinks that the forms held by him/her have been viewed by anyone else, he/she will inform the Committee immediately. The Committee will determine what action needs to be taken, including informing the Information Commissioners Office (if necessary).

Holders of the general electronic list will also notify the Committee if their computer has been “hacked” so that the Committee can determine the appropriate action.

ARCHIVING AND DESTRUCTION OF DATA

When a member leaves the Club, his/her details will be removed from the general electronic list. Their Application Form will be archived 12 months after the end of the membership year in which the member leaves the Club (ie if he/she leaves in December 2018 their Application Form will be archived in May 2020) and destroyed 4 years later (ie May 2024).

REVIEW OF THIS POLICY

This policy will be reviewed annually after the Club's AGM

Reviewed 17.8.2020

Reviewed 7.6.2022

Reviewed December 2023