Data Protection Policy

On the 25^th May 2018 a new law came into force regarding data protection, it’s called General Data Protection Regulation (GDPR). It doesn’t matter whether the club has 10 members or 1,000 members we must comply or risk prosecution.

What we need:

We will need all members to compete a small membership application form. WOSP will then be a “controller” of the personal information that you provide to us.  When you register as a member or a contact of WOSP or renew your membership (including if you are registering on behalf of a child under 18 years of age), we will ask you to provide the following information:

• contact details - name, address, phone number, email address and date of birth and
• membership category - adult, junior.

Why we need your personal information

We need to collect members’ personal information so we can manage your membership.

We will use this personal information to:

• provide you with core membership services e.g. online booking
• set up and administer your on-line membership account with Clubspark
• communicate with you by email in relation to membership services, including membership renewals
•  

If you do not provide us with all the personal information that we need to collect, this may affect our ability to offer you a range of membership services.

Why we need your personal information (members and contacts) - legitimate purposes

We also process our members’ and contacts’ personal information to:

• inform members of upcoming competitions and events.  Our competitions and events may be photographed or filmed and your personal information may be used in images captured from our competitions and events, which we use for promotional activity
• Managing entries for competitions and leagues and checking your personal information to ensure you are entered in the correct category
• develop and maintain members’/volunteers’ qualifications by emailing details of upcoming courses, verification of any mandatory training or PVG/child protection requirements
• respond to communication from members regarding members’ questions, comments, support needs or complaints.  

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.  If you wish to object to any of the above processing, please email us at info@wospadel.co.uk    If we agree and comply with your objection, this may affect our ability to provide you with a range of membership services.

Why we need your personal information (volunteers/coaches) - legal obligations

We are under a legal obligation to process certain personal information relating to our volunteers and coaches for the purpose of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our volunteers, and coaches are able to undertake regulated work with children and vulnerable adults.

Who we share personal information with?

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.  Such organisations include the Health and Safety Executive, Disclosure Scotland and Police Scotland for the purposes of safeguarding children.

We may also share personal information with our professional and legal advisors for the purpose of taking legal advice.

As an affiliated club of our governing bodies LTA Padel, Tennis Scotland (British Tennis/LTA) we are required to ensure that some of our members are also members of our governing bodies as a condition of affiliation or playing in teams.  We will share those names, contact details and membership category to the (LTA Padel) who will then become a controller of that personal information when they receive it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the identified purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How do we protect personal information?

Your personal information is stored electronically on Clubspark (the LTA platform we use for processing your data). https://clubspark.lta.org.uk/  Their servers are based in the UK and your personal information on Clubspark is only accessed by some of our board members strictly for the purposes set out above.

How long do we keep your personal information?

We only keep your personal information for as long as necessary to provide you with membership services.  Where you do not renew your membership, except in exceptional circumstances, we shall delete your personal information within 2 years of your membership lapsing.

Your rights

Members/Contacts can check their personal details, edit and update these details by logging into Clubspark and going to their Profile page.

Alternatively, members can email us at info@wospadel.co.uk

Your rights in relation to personal information are:

• you have a right to request access to the personal information that we hold about you by making a “subject access request”;
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

WOSP committee 18^th December 2019