Introduction

Haverfordwest Lawn Tennis Club (HLTC) uses WhatsApp to facilitate coaching, league matches and social play. This notice explains how your data is used and your rights regarding these communication channels.

Official vs unofficial groups

It is important to distinguish between the two types of groups operating within the club. Official HLTC groups include: HLTC announcements, first team, junior coaching updates and club organised sessions. These are managed by committee members, team captains, or LTA-accredited coaches. HLTC is the data controller for these groups.

Moderation

Every group must have a designated admin (usually a committee member or coach) who acts as a moderator. It is recommended that at least two club members have admin access to ensure accountability.

Zero Tolerance

Any content deemed racist, sexist, homophobic, or otherwise discriminatory must be removed immediately, and the user may be reported to the safeguarding officer.

Privacy

Members are reminded that their phone numbers are visible to everyone in the group; joining the group constitutes consent to this visibility.

Unofficial/member groups

These are private groups set up by members to organise social hits or practice sessions. HLTC does not monitor or manage these groups. While we encourage social tennis, members join these at their own risk and the club’s privacy liability does not extend to these private chats. 

Data visibility & privacy

By joining any WhatsApp group associated with HLTC, you acknowledge phone number visibility. Your mobile number is visible to everyone in that specific group. Your WhatsApp profile name and photo are visible based on your personal privacy settings.

LTA Safeguarding

In line with LTA guidance, coaches and adults must not engage in one-to-one WhatsApp messaging with any junior member (under 18). All communication regarding juniors must be through a parent/guardian group or include a parent/guardian in the chat.

Member code of conduct

To protect the privacy of all HLTC members, you agree to:

• No data harvesting: You must not save or use a member’s phone number from a group for any purpose outside of tennis-related coordination.
• Confidentiality: Do not share screenshots or information from club groups with third parties or on social media without explicit consent.
• Respectful communication: Groups must be used for tennis-related purposes only. Spam, marketing, or inappropriate content is strictly prohibited.

Your rights & opting out right to leave

You may leave any group at any time by selecting "exit group."

Opt-out: If you do not wish to use WhatsApp, please inform the club secretary. We will ensure that essential club news is sent to you via email or the ClubSpark system instead.

Data Accuracy: If you change your phone number, please notify the club so we can update our records and ensure you are added to the correct groups.

Disclaimer of Liability

HLTC is not responsible for the security of the WhatsApp platform itself (owned by Meta). We recommend all members review their personal Settings > Privacy within WhatsApp to limit who can see their "last seen" and "about" information.

Action Points for the HLTC Committee

Welcome post: When a new member joins an official group, the admin should post a brief "pinned" message: "Welcome to the HLTC [group name]. By staying in this group, you agree to our WhatsApp Privacy Notice (available on the club website). Please keep chat tennis-related and respect members' privacy.

Junior Policy: Ensure your coaches are aware that they should never be in a WhatsApp group with under-16s unless parents are also present in that same group.