Data Protection Policy
and Privacy Statement
This is a copy of the Club’s Data Protection Policy and Privacy Statement, which sets out how the Club collects, uses and protects your personal information or data. It is effective from 25th May 2018, and may be subject to change in the future.
WHAT IS PERSONAL DATA?
When we talk about personal information or data, we mean any information or data about an individual that can be used to identify them. In the case of BRTC members, this may include:
• Title, first name and surname
• Postal address
• Home telephone number
• Any other phone number (e.g. work, mobile)
• Email address(es)
• Date of birth for Under 25 and Junior members
• Contact details for parents/guardians of Junior members, along with their declaration of consent for the Junior member to participate in Club activities
• Category of Membership
• Year of joining
• Playing handicap and court bookings
• Method of payment for membership subscription, but no bank or card details
• Any photographs/videos taken at events held at the Club or elsewhere; and
• Any caveats relating to any of the above points.
We collect this information from your membership application form and from any subsequent updates that you provide to us or any additional information that we may from time to time request from you.
WHERE DOES THE CLUB STORE YOUR PERSONAL DATA?
All membership information is stored electronically on the Membership Secretary’s stand alone computer at her home address. The computer is password protected and not networked. Some information is stored as hard copy (e.g. membership application forms and responses to those members who do not have an email address). The Membership Secretary also holds records of reminders sent to members in respect of membership subscriptions that are due or outstanding, and any other membership associated material. The electronic system and the manual records can only be accessed by the Membership Secretary and her appointed nominees for back-up and security.
Details for operating the court booking and handicap systems are passed to the Professionals for their confidential use. This information is stored on the Club computer, which is password protected and not networked. The Head Professional also uses this computer for processing court account balances. The only other person to have direct access to the computer is the IT Systems Manager, who is responsible for backing up, maintaining and updating the computer system.
The Hon. Treasurer maintains records of members’ membership subscriptions and their court account transactions. This information is stored on a standalone computer at his home address. The computer is password protected and not networked.
In very limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we are asking for and the reasons for needing it, so that you can consider whether you wish to consent
Once we have received your personal information/data, we use strict procedures and security features as outlined above to try, as far as possible, to prevent unauthorised access. However there can be no guarantee that transmission of information via the internet is completely secure.
HOW IS THE DATA USED?
The data is used primarily for the purpose of managing your membership and informing you of BRTC news and events. Therefore it is important that the Membership Secretary be informed immediately of any changes to personal data so that your records can be amended and updated accordingly.
The Membership Secretary produces an annual Membership List, with names, phone numbers, email addresses and handicaps. This is circulated electronically as a confidential document to all members, unless they have requested not to be included on the list. The list is for the sole use of members and is not communicated to anyone outside the Club. The Professionals have a hard copy for arranging opponents for games and interclub matches. This is updated by the Membership Secretary at regular intervals and it is stored securely when not in use.
The email addresses of the President and the Management Committee members feature on the Club’s website under ‘Meet the Committee’ and on the annual Fixtures and Events List. This list also contains the names, but no contact details, of match managers.
Photographs taken at events may be used on the Club’s website.
The personal data held by the Club will never be used for distributing commercial or other material on behalf of third parties, other than circulating relevant information
from the Tennis & Rackets Association, the Ladies Real Tennis Association or other affiliated real tennis clubs.
HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?
When a member resigns, the letter acknowledging their resignation will state that some of their personal data records (e.g. class of membership, date of joining and date resigned) will be archived electronically for a period of six years for the purpose of analysing membership trends. Primary records will be deleted immediately on request.
Hard copies of personal data will be destroyed if a member so requests or when they resign.
YOUR RIGHTS CONCERNING YOUR PERSONAL DATA
• The Club must seek your consent, in writing or by email, to use your personal data that it holds.
• You have the right at any time to:
o Withdraw your consent to the Club holding and/or processing your personal data. However written withdrawal of your consent will be taken as your resignation as we will have no means of contacting you.
o Or otherwise have the Club erase and/or destroy some of the personal data that it holds about you. However this may affect your ability to participate in games and other activities of the Club.
o Access the personal data that the Club holds about you. If you wish to do so, please make your request to the Hon Secretary who will provide the information within 30 days.
o Make the Club correct any inaccurate personal data held about you. You also have the right to complain to the Information Commissioner’s Office if you think there is a problem in the way the Club is handling your personal data.
DATA PROTECTION OFFICER
The Club’s Hon. Secretary has responsibility for data protection compliance and will work closely with the Membership Secretary and others to ensure that the Club meets to the requirements of the most recent data protection legislation.
If you have any questions about the Club’s data protection policy and privacy statement, or the personal data that we hold about you, or to exercise all relevant rights, queries or complaints, please contact the Hon. Secretary care of the Club or by email (firstname.lastname@example.org)