Privacy Policy

Use of Personal Data – The Hendreds Tennis Club Privacy Policy

The Hendreds Tennis Club ("the Club") is committed to protecting and respecting your privacy.

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection rules, the controller is The Hendreds Tennis Club, Mill Lane, East Hendred, Oxon, OX12 8JS.

This policy sets out the basis on which any personal data the Club collects from you, or that you provide to the Club, will be processed by the Club.

We use the Clubspark system as the primary platform on which we hold your personal information. The Privacy Policy for the operators of the Clubspark system (Sportslabs Technology Ltd) is available as a link at the bottom of each page on our website.

We do not hold any of your personal information outside of this system other than as follows:

·       A small number of The Hendreds Tennis Club Committee members have access to the Clubspark system for the purposes of managing the Club. This will include the Membership Secretary and Club Secretary.

·       Email addresses are extracted from Clubspark in order to send out club newsletters or notifications; emails are sent using the "blind copy" function so that individual member’s email addresses are not made available to the membership group.

Details of the committee members are made available on the ‘Contact us’ page of the Club website, and contact with the Committee can be made via the email address [email protected]

Information we may collect from you

You may give the Club information about yourself by filling in forms on the website or received via email, or by corresponding with the Club by phone, email or otherwise.

Information may also be given by someone else who has applied for membership on your behalf (for example a family member applying for family membership)

The information you give the Club may include your name, address, email address, phone number, date of birth, age, gender.

If you contact the club, for example by email, a record of the interaction is retained.

Uses made of the information

The Club will use this information to carry out our obligations in administering membership of the Club.

Examples include arranging matches, tournaments, club nights and other social events and related purposes including administration of the LTA Wimbledon Ballot.

Disclosure of your information

The Club will not use your data for marketing purposes or disclose your information to any third party for such purposes.

The Club may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our or Clubspark’s terms of use; or to protect the rights, property, or safety of our members, or others.

Where we store your personal data

All contact information you provide to the Club is stored on ClubSpark servers. You can check and update your contact details through The Hendreds Tennis Club Clubspark system or by emailing [email protected]

Your financial information (bank account and Direct Debit details) will not be stored by the Club or Sportlabs. Sportlabs don't store financial information as this is held by the payment gateway provider GoCardless (gocardless.com). Passwords are encrypted, and the website is only accessible via SSL (secure sockets layer)

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site or by email to other Club members; any transmission is at your own risk.

How long is your information kept

We keep your personal data only for as long as necessary. This means we retain it for so long as you have a valid membership and for a period of 6 years after your last interaction with us (for accounting and record keeping purposes)

Your Rights

Under certain circumstances, by law you have the right to: request access to your personal data; request correction of any personal data we hold about you; request erasure of your personal data.

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 please contact The Hendreds Tennis Club ([email protected]).

 Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back to see any updates or changes to our privacy policy.