The club aims to meet its responsibilities as set out in the recent General Data Protection Regulation (GDPR). As such, please find below information describing the data that is held about each member; a description of how that data is used and why that is considered necessary.
What information does the club hold about its members.
|Type of data||Description||Example use case|
|Personal data||Name |
Emergency contact details
Date of birth
LTA Membership number
|To conduct essential administration of the tennis club, e.g. advice of membership renewals, pertinent club news.|
|Preference data||Marketing consent||Consent to receive information about forthcoming social events|
|Transactional data||Payment of membership fees. |
Records of court bookings
Records of other purchases made through the club.
|To record the payment made in order to secure a place on a coaching course at the club.|
All the data that the club holds is provided directly by the members; no third party is involved in supplying or augmenting the data and, importantly, the club's data is not given out to any third party.
Using members data in accordance with data protection law
According to its constitution, the club exists in order to, "promote the sport of tennis at all levels, providing opportunities for recreation and competition". To enact this purpose, the club will send members information about its facilities, membership renewal, club meetings and coaching programmes. These communications are considered by the committee to be integral to the successful running of the club; as such use of members' data, for these purposes, is considered to be consistent with the formal condition of "Legitimate interest". i.e. it is in the club's legitimate interest to remind members to pay their membership fees.
Members' rights to their data
The GDPR legislation gives members a number of rights in respect of their data.
- The right to access personal data.
The data held about each member is described in the table above. All this data is available for members to see and to update via the club's website.
- The right to correct inaccurate personal data.
As noted above, members are free to manage their own personal data and can make corrections or updates as required via the website.
- The right to be forgotten.
If an active member resigns their membership or if they fail to renew their membership; then their membership details (which includes their personal data) will be removed. This will be done in two phases: initially the personal data will be held in an inactive state, on file for a period of one year (to allow reconciliation of memberships in the current year and to allow for the possibility of speedy re-activation of membership). After the initial period, the personal data will be permanently removed and will be irrecoverable.
Transactional data - (as described above) will be retained for a period of up to six years - this forms a record of the club's activities but is not personally identifying.
- The right to object to processing of personal data (including for marketing purposes)
The majority of information sent out by the club is intrinsic to its basic operational purpose: members cannot opt out of receiving information about membership renewals; advice of statutory meetings or pertinent advice about the courts and facilities.
If they wish to do so, members can opt out of receiving non-core communication covering more generic marketing messages, social events etc.. To state their preferences, members should update their profile pages.
- The right to receive personal data in a machine readable format
Any member wishing to enact this right should write to the club secretary making that request plain and the data will be returned in a machine readable form (Excel).