GDPR - General Data Protection Regulation

Data protection changes - GDPR - effective from 25th May 2018

Under the Regulation Digswell Tennis Club is deemed to be a data controller, that is an organisation that holds personal data and can determine how that data is used. The Club has therefore reviewed the use and storage of member data in light of the Regulation and a summary is given below:

What data is held?

Digswell Tennis Club stores personal data such as, name, address and email as provided by the member on their membership form

Where is the data stored?

The information is stored electronically on a database provided by the Lawn Tennis Association (LTA), called Clubspark - for further details click on the link: GDPR on-line data storage. The last completed membership form is retained by the Membership Secretary. Email addresses of the main member contacts are also held as a contact group on Googlemail

What is the data used for?

Digswell Tennis Club uses the data to administer memberships from year to year and to email out notifications of the AGM and any events or competitions that are taking place

What consents were obtained in regard to use of the data?

The consents obtained in the past related to receiving emails, passing contact information to the club coach, entry on the clubhouse membership list & free LTA membership

From 1st April 2018 a revised membership form was introduced so that members have to give specific consent for data use (that is opt-in rather than opt-out). Please note:

• From 1st April 2018 the Club will no longer have a membership list displayed in the clubhouse
• Club coach - all members prior to 1st April 2018 who consented to their details being passed to the coach will be emailed and asked to re-consent. The coach, Tony Cook, is employed by Over & In - please refer to their website for further information: www.overandin.com
• LTA Membership - anyone electing to receive free LTA membership will receive a link to set up and manage their own membership with the LTA. This data and any consents are held separately to the club data, please refer to the LTA website for further information: www.lta.org.uk
• General club emails - the intention is not to revisit the consents for the event and competition emails as these are deemed to be in the interests of the members and running the Club. These are emails to inform the membership only and are not selling or marketing. There will, however, be the option on these emails to change consent at any time. Emails regarding membership and the AGM will continue to be sent to all main contacts

Is the data shared with third parties?

Membership data is NEVER passed to any third parties with the exception of the club coach and this will always be with a member’s consent. Only a member’s email is passed to the LTA in order for the LTA to send a membership link (as noted above)

Can I see my data?

Individuals are entitled to see (and provide updates) to their own data and any request must be complied with within 1 month

Is my data displayed anywhere?

Membership data is not displayed anywhere. Online access is restricted to the Membership Secretary and backup committee members

Photographs - photographs may be taken at events and displayed on our website or sent to the local paper. Consent from all those appearing in the photographs will be obtained prior to use

How long is the data kept after membership lapses or is cancelled?

From 1st April 2018 the Club will ensure that any members, whose membership has lapsed or been cancelled and their data removed from the Clubspark database and Googlemail within 12 months

Any queries?

Please email: digswelltennis@gmail.com