POLICIES

GDPR

From 25 May 2018 the new General Data Protection Regulation (GDPR) comes into force.  This applies to pretty much everyone and Sutton Highfields TPC is not exempt.  As a club, we have a legitimate need to keep basic information about our members, for purposes of general running of the club.  However, we do not have any intention of sharing this with anyone other than the Lawn Tennis Association, mainly in connection with the Wimbledon Ballot. 

Below is a bit more information about how the data we need to retain (and why).  For purposes of the GDPR regulations, the Data Controller is the club secretary (Steve Hainsworth) and the Data Processor is the treasurer (Geoff Smout).

  • The club will need to keep a list of our members, their membership class and contact details for primary purposes of running the club, informing members of upcoming events, club news etc.
  • Records may be kept in both electronic and paper formats
  • We will delete personal information 3 years after an individual leaves the club, unless this is explicitly requested to be enacted earlier
  • Names and photos of individuals may remain in the club house indefinitely (e.g. winners of the annual club competition)
  • Members (both past and present) have the right to request a summary of the information the club holds on them, though a fee may be charged for this
  • The club does not generally share data with 3rd parties.  Exceptions are members who are also registered with the LTA, for purposes of administering the Wimbledon Ballot and potentially our insurers, in the event of an incident
  • Members are assumed to have given consent to store this basic information required for smooth running of the club - this legitimate interest is deemed to override the principle of "opt in"
  • If the above principles change, members will be informed ahead of the change and given the opportunity to object or opt out.

The full text of the Club's Data Protection Policy can be downloaded here (the link will open in a new window). 

If you have any questions about this, please do contact us on the club email.