Privacy Policy for Members

About this document

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

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 interact with us during your time as a member in various other ways (for example, where you renew your membership);
• 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);

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);
• Certain other information which you volunteer when making use of your membership benefits, e.g. for entering the Wimbledon ticket ballot.

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 membership, including:
• informing you about court / facilities opening hours;
• taking payment of membership fees;
• Administration of the Wimbledon ballot;
• Communication about our Club activities that we think may be of interest to you;
• Storing your details on the software platform we use for our Club member management database where this is necessary for the Club’s legitimate interests (for example in increasing use of our Club’s facilities and participation in the game generally);
• Promoting our Club and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;

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. There are some communications however 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 the club. 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 club closures and holiday opening hours.

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 contractors and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.

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 and for a period of six years after your last interaction with us (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.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data.
• Request the restriction of processing of your personal data.
• 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, please contact the Club Secretary:

• by email:  spltc.communications@gmail.com;
• by telephone: 01633262670;
• or by post: The Club Secretary, Stow Park Lawn Tennis Club, Woodville Road, Newport, Gwent, NP20 4JA.