This privacy notice sets out how Woburn Sands Tennis Club (WSTC) collects, uses and protects personal data that you provide to us. In accordance with the General Data Protection Regulation (GDPR) it also sets out the legal basis on which such personal data is processed.

We may change this policy from time to time. If we do we will notify you accordingly. This policy is effective from 3rd September 2018.

Content

 Processing on the legal basis of ‘legitimate interests’
Processing on the legal basis of ‘consent’
Retention of personal data
Keeping your personal data secure
Personal data transfers
Your data protection rights
Right to lodge a complaint with a Supervisory Authority

Processing on the legal basis of ‘legitimate interests’ (Article 6.1(f) of the GDPR)

In simple terms the legal basis of ‘legitimate interests’ means that the processing is necessary to effectively run the WTSC.

In order to do this we may collect and keep a record of personal data about you from our membership form or other written communications.

When you request to become a member, we will require you to complete a membership form. On this membership form you will be asked to provide certain information such as your name, home address, email address and contact telephone number. If you are under 26 you will be asked to provide your date of birth in order to ensure you are offered the appropriate membership type.

Please let us know if any of your personal data changes or is inaccurate so that we may keep our records up-to-date.

We may use the membership form information you provide for the following purposes: 

• Administration of membership records
• Distribution of newsletters
• Phone calls for teams, coaching etc.

Your personal data will not be disclosed to anyone outside the club without your permission.

Processing on the legal basis of ‘consent’ (Article 6.1(a) of the GDPR)

In certain circumstances we may ask for your specific permission (‘consent’) before processing your personal data. In these circumstances we will provide notice of the exact nature of the processing and give you a genuine choice to accept or refuse.

 Should you choose to accept (‘consent’) to such processing you then have the right to withdraw your ‘consent’ at any time by informing us that you no longer give permission for your personal data to be used in this way.

Retention of personal data

Unless there are overriding legal requirements, we retain your personal data only for as long as necessary to administer your membership of the club.

Keeping your personal data secure

All information we collect about you will be used and protected by us in accordance with current data protection law and this Privacy Notice.

We are committed to ensuring that your information is kept secure. In order to prevent unauthorised access or disclosure we have put in place appropriate technical and organisational measures to safeguard personal data from loss, misuse, unauthorised access, disclosure, alteration, damage or destruction.

Personal data transfers

We do not transfer the personal data we collect to any other entity outside of the EEA.

Your data protection rights

Under GDPR you have certain rights with regards to the processing of your personal data. If you would like to exercise any of these rights or need further information please contact WSTC at wstc@woburnsandstennis.club.

These rights are summarised below.

Right of access

You may request details of personal data that we hold about you including:

• a description of the personal data, the purposes for which it is being processed, whom it may be shared with and how long it is kept for
• information on your rights of rectification, erasure, restriction objection and portability as described below
• existence of automated decision making where relevant
• transfer safeguards where relevant

Right of rectification

 You have the right to have inaccurate personal data rectified without delay.

Right to erasure

 Under some circumstances you have the right to request the erasure of your personal data without undue delay.

Examples

• Withdrawal of consent where consent was basis of collection
• No longer necessary for purposes collected
• No overriding ‘legitimate interest’ grounds

Right of restriction

You have the right to ask us to restrict the processing of your personal information under the following circumstances

• Accuracy is contested
• Processing is unlawful but you oppose deletion and request restriction instead
• Your personal information is no longer needed by us but you require it to be kept for establishment,  exercise or defence of legal claims
• Pending a right to object action (see below)

Right to object

 You have the right to object to processing of your personal information on grounds relating to your particular situation or circumstances.

You have the right to object to direct marketing.

Right to portability

 You have the right to have your personal data that we have collected on the legal basis of ‘consent’ transferred to another entity in a machine-readable format.

Right to lodge a complaint with a Supervisory Authority

You have a right to lodge a complaint with the Supervisory Authority in the country of your place of residence or work. The Supervisory Authority in the UK is the Information Commissioner’s Office (ICO).