We take the privacy of your personal information seriously and our Privacy Policy is set out in full below. This website is hosted by ClubSpark (Sportslabs Technology Ltd) on behalf of the LTA and they undertake to protect private information about individuals which is in their possession. Click here to view ClubSpark's privacy policy.

Malton Rackets Club Privacy Policy for Members

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the data controller is Malton Rackets Club (“MRC” or the “Venue”) of Old Maltongate, Malton, Yorkshire YO17 7EG. 

About this document

This privacy policy sets out the way we process your personal data. We’ve created it to make sure you are aware of how we use your data as a member of our Venue.

Legal basis for processing your information

The basis for MRC processing members’ data is the contract which exists between a member and the Venue for the provision of sporting services and facilities. We need to retain your membership information and to communicate with you periodically in order to allow us to fulfil that contractual obligation to you as a member of our Venue. Examples of these essential service communications are:

• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
• Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about Venue closures and holiday opening hours.

How we collect your information

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

• Directly from you, when you fill in an application for membership, when you make enquiries on our website, when you provide information via the Venue’s 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, or sign up for a coaching course or lessons);
• From someone else who has applied for membership on your behalf (for example a family member or a coach who has provided us with your contact details for that purpose);
• From the LTA or Yorkshire Squash (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Venue).

The types of information we collect

We may collect the following types of personal data about you:

• Contact and communications information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
• Financial information, including Direct Debit details;
• Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Venue 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 Venue social event or a coaching course or camp.

How we use personal data

Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.

More generally, we will use your personal data for the following purposes:

• Administration of your Venue membership, including:

• informing you about court and facilities opening hours;
• informing you about court access codes;
• taking payment of membership fees;

• Fulfilment of orders for goods and services, including court bookings;
• Informing you of upcoming activities and events;
• Research and statistical analysis about who is playing at our Venue;
• Storing your details on the software platform we use for our online Venue member management database / court booking system. Please note that your own use of the software or system is subject to the Terms and Conditions and Privacy Policy published on that site;

Where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);

• Promoting our Venue, sports goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of sporting events) where we think this will be of interest to you;

Where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.

Your marketing preferences

We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. However, as stated above, there are some communications that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Venue.

You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting the MRC Membership Secretary at:

Email:                   membershipsecretary@maltontennis.co.uk

Post:            Malton Rackets Club, Old Maltongate, Malton,      North          Yorkshire,                      YO17 7EG

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 Committee members and any other Club Member 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; the LTA, Yorkshire Tennis, Yorkshire Squash, ClubSpark and any other provider of membership management services; GoCardless, Stripe and any other provider of membership payment services;
• Our affiliations including: British Tennis, the LTA, Hovingham Ladies Tennis League; Hovingham and District Mixed Tennis League; The Driffield & District Lawn Tennis League; Scarborough and District Lawn Tennis League,Yorkshire & District Squash League, Bata-Gas League, Ryedale Veterans League and Huby League.

How long your information is kept

In any membership year commencing 1st April, if you have not renewed your membership within 100 days of 1st April, your membership and related membership data shall be placed into lapsed status and you will not receive any further communications from MRC. We shall keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we shall retain it for so long as you have a valid Club membership and for a period of up to six years after the start of the last membership year that you held a valid Club membership (for accounting, tax reporting and record-keeping purposes).

Your rights

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.  You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact and complaints

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, you may contact the MRC Membership Secretary:

• Email: membershipsecretary@maltontennis.co.uk ;
• Post: Malton Rackets Club, Old Maltongate,         Malton, North Yorkshire,                       YO17 7EG

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.