Hitchin Tennis Club

GDPR and Privacy Policy 2025

 

Hitchin Tennis Club (The Club) works hard to safeguarding and preserving your privacy.  This is when you visit our website, communicate electronically with us, complete application forms for membership, attend courses at the Club or give us any other information about yourself. 

You consent to the collection/retention and use of your personal information in accordance with this policy by using our website.

 

Data protection statement

The Club adheres to the Data Protection Act 1998. We use information held on our database for communication and support between members. We may contact you with news and activities taking place at the Club.

Confidentiality is key and all information will be kept confidential. We ensure all information is checked regularly to ensure that it is kept up to date. 

The Club will not pass details to third parties except where required by law or where we have asked a third party to contact you on our behalf. 

Unless you contact us to the contrary, we will assume that you have read this statement and are happy for the Club to use this information for the purposes described.

 

Information collected:

We will collect some or all of the following information from you:

1. full name, gender, date of birth;

2. postal address;

3. email address;

4. telephone numbers.

We may also hold certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other 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 social event, a course/camp or pause your membership.
Please help us keep our records updated by informing us of any changes to your email address and other contact details.

Information:

We may collect your personal data in a few limited ways, such as:

• Directly from you, when you send in a request for membership, when you make enquiries on our website, when you provide information via the  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).

 

Usage:

The information that we collect and store will be used this information to:

1. administer your application to become a member;

2. monitor access to the Club;

3. process any bookings of the membership services you make;

4. organise, provide and run sporting events, activities, tournaments and competitions;

5. collect statistical information about the membership of the Club;

6. administer your use of the membership services generally;

7. make improvements to our membership services;

8. analyse how members are making use of the membership services;

9. provide you with news related to the Club; and

10.facilitate the efficient administration of the Club.

 

Availability of your information:

In order to comply with data protection legislation we are not able to give your details to other members without your permission.

However, if you participate in any sporting club event, activity, tournament or competition at the Club that involves playing with or competing against other members and/or nonmembers then your name and other personal information may be publicised and available to other members and participants to the extent necessary to properly administer the event, activity, tournament or competition.

 

Unless required or permitted to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

 

Electronic storage of information:

We may collect and process the following data about you:

1. Information that you provide by filling in forms on our website or in person, such as when you registered for information, to join the club or enrol on a course.

2. Information provided to us when you communicate with us for any reason.

 

Security of information:

We employ security measures to protect your information electronically, from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

When in membership, a password is given you (or where you have chosen) which enables you to access the online booking system, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

 

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 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, any provider of membership management services and IT and booking system providers. 
• Our payment system providers.

 

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 membership.

For the waiting list we retain it until you join the club or withdraw your name from the list.

 

Access to information:

The Data Protection Act 1998 gives you the right to access the information that we hold about you. Should you wish to receive details that we hold about you please contact us using the contact details below.

 

 

Changes to our Privacy Policy:

We may amend this policy from time to time. If we make any substantial changes we will notify you by posting a prominent notice on the website.

 

Disputes:

If you wish to dispute the way in which we will, or have been using your personal information at any time, you should raise the issue with the Committee in writing. The Committee will adjudicate on your issue and provide you with a written decision.

 

Contact us:

If you have any queries concerning your personal information or any questions on our use of the information then please contact a Committee member.

 

What information is collected:

In relation to HTC Waiting List, personal details such as name and email address and contact details will be collected. 

Purpose of data collection:

This information is collected for the purpose of contacting individuals when a membershop becomes available.

Data storage and security:

Details will be stored securely xxxx and only accessed by the Membership Sceretary and 

Individual rights:

The notice must inform individuals about their data protection rights, including the right to access their information, request correction, or opt out of the waiting list. 

Consent mechanism:

A clear indication of how individuals can provide consent to be added to the waiting list and how they can withdraw their consent later.