For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Sutton Churches Tennis Club (the “Venue”) of 97 & 101 Gander Green Lane, Sutton, SM1 2ES.
About this document
How we collect your information
We may collect your personal data in a few limited ways, namely:
The types of information we collect
We may collect the following types of personal data about you:
How we use personal data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
· Administration of your Venue membership, including renewal of your membership and informing you about court opening hours;
· Administration of the Wimbledon ballot;
where this is necessary for the performance of a contract (including any written terms and conditions relating to your membership) with you;
· Research and statistical analysis about who is playing tennis in our Venue;
· Communication about our Venue activities that we think may be of interest to you;
where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);
· Promoting our Venue and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;
where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.
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 Venue. Examples of these essential service communications are:
· Records of transactions such as payment receipts
· Membership related mailings such as your membership renewal reminder, notices of formal meetings, information about venue closure and health and safety.
You are in control of how we communicate with you. You can update your choices and/or your contact details on the website (www.clubtennis.co.uk) and this will allow you to select which types of general email you receive.
Sharing your information with others
We do not sell or share your personal data for other organisations to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
· Our volunteers and coaches, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled;
· Our website administrator for the purposes of administering the website or resolving issues;
· Surrey Tennis / LTA for the purposes of entering members into the Surrey Leagues or administering the Wimbledon Ballot.
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 Venue membership and for a period of seven years after your last interaction with us (for record-keeping and complaints purposes).
We may also send you emails to let you know about membership offers once you have terminated your membership – you can choose to unsubscribe from these emails if you wish. At the end of the seven year period your membership record will be deleted.
Committee meeting and AGM minutes will be retained for 10 years before they are deleted.
Under certain circumstances, by law you have the right to:
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 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: www.ico.org.uk.
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.