North Mundham Tennis Club

North Mundham Tennis Club

GDPR and Data Privacy Policy(updated Sept 2023)

General Data Protection Regulation (GDPR) came into force on 25 May 2018, when the UK was part of the European Union. The UK left the European Union on 31 December 2020 and European GDPR no longer had jurisdiction in the UK so the UK has passed its own version of the legislation called UK-GDPR, which alongside the Data Protection Act of 2018 is now in effect. The new UK-GDPR is essentially the same as its European predecessor. The information Commissioner’s Office (ICO) is the lead supervisory body and enforcer of the UK-GDPR. In March 2023 the Data Protection and Digital Information Bill was introduced to Parliament.

We will always comply with the GDPR when dealing with your personal data. For the purposes of the UK-GDPR and UK data protection laws, North Mundham Tennis Club will be the “controller” of all the personal data that is held about you. 

About this document

This policy explains when and why we collect personal information about our members, how it is used, how it is kept secure and your rights in relation to it. 

We may collect, use and store your data as described in this Data Privacy Policy and as described when data is collected from you. 

We reserve the right to amend this Data Privacy Policy from time to time without prior notice. We may also be required to amend the policy due to regulations. For any significant changes you will be notified by email. This Policy was last updated in Sept 2023.

How we collect your information

We collect your personal data in a few limited ways, namely:

• Directly from you, when you fill in an application for membership or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, renew your membership, sign up for social events, or join the voluntary Whatsapp Group). We will directly ask for your consent to process data when you complete a membership application, and in our Newsletter;

• From someone else who has applied for membership on your behalf (for example a family member who has provided us with your contact details for that purpose). We will not process anyone’s data aged under 16 without their parents/guardians explicit permission. 

• From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Club).

The types of information we collect

We collect the following types of personal data about you:

• Contact and communications information, including email address(es), telephone numbers and postal address(es);

• For junior members we also collect their date of birth to allow us to ensure they pay the correct membership fees;

• Financial information, including records of transactions and payments by direct bank transfers;

• Certain other information where you have volunteered thisso that we can cater for you at club and social events. 

• Your name and telephone number when you volunteer this information to join the club’s Whatsapp Group.

How we use personal data

Personal data provided to us will be used for the following purposes:

• Administration of your club membership, an excel spreadsheet of club members is maintained for managing the Club, informing you about court/facilities opening hours, social events and taking membership fees. The Excel spreadsheet will only be shared either in paper format or electronically with members of the Club Management Committee, for purposes of managing the club;

• Administration of the Wimbledon ballot;

• Research and statistical analysis about who is playing tennis in our Club;

• Communication about our Club activities that we think may 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 our Club. Examples of these essential service communications are:

• Records of transactions, such as payment receipts orconfirmations (as applicable).

• Membership related mailings such as welcome letters, rejoinders letters, your membership renewal reminder, notices of formal meetings and information about the Club such as court closures and changes to opening hours.

You are in control of how we communicate with you.The primary way of communicating with you is by email. The club also has a Whatsapp group so some communications may be via text message. If you do not wish us to communicate via email or text message you can update your choices and/or your contact details by contacting the Membership Secretary. 

Sharing your information with others

We will not sell or share your personal data to other third party organisations. We will only release your information if we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Your personal data is only shared with the clubChairman, Treasurer and Membership Secretary(and occasionally other members of the club’s Management Committee) 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 club membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will securely destroy all personal information once we have used it and no longer need it.

 Your rights under GDPR

Under certain circumstances, by law you have the right to:

• Request access to your personal data

• To be provided with information about how your personal data is processed.

• To request correction of the personal data that we hold 

• To request erasure of your personal data in certain circumstances

• To object to or restrict how your personal data is processes

• To 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, you may contact the Membership Secretary:

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: 

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