For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is HORSLEY SPORTS CLUB LIMITED ("HSC") of Pennymead Drive, East Horsley, Surrey KT24 5AH, registered in England and Wales with registered number: 08166507.
About this document
How we collect your information
We may collect your personal data in a few limited ways, namely:
- Directly from you, when you fill in an application for membership, when you make enquiries on our website, when you provide information on the website (e.g. court reservations), 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 a course or lessons);
- From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
- 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 HSC).
The types of information we collect
We may collect the following types of personal data about you:
- Contact and communications information, including your contact details, contact details for your family members and 'next of kin' (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
- Photographs that may include images of members at HSC events; and
- Certain other information which you volunteer when making use of your membership benefits (for example, when making court reservations or making use of other HSC facilities).
We may also collect data about your health or medical conditions, where you have volunteered this, for example so that we can cater for you when you attend a social event or a course/camp at HSC.
How we use personal data
More generally, we will use your personal data for the following purposes:
Administration of your HSC membership, including:
- informing you about court / facilities opening hours;
- informing you about tennis coaching available through HSC or coaches that HSC has contracted to provide services to the club.
- Fulfilment of orders for goods and services, including court reservations;
- 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 at HSC;
- Communication about our HSC activities;
- Storing your details on the software platform we use for member management and member’s website; and
- Where this is necessary for our legitimate interests (for example in increasing use of HSC’s facilities and participation in the game generally).
We will not use your personal information to promote the goods and services of third parties, other than services where there is a legitimate interest in making you aware of these services available as part of your membership, e.g. services of tennis coaches.
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 as necessary with:
- Our employees and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled;
- Our contractors and suppliers, including coaches, any provider of membership management services and providers of the club’s website; and
- Other members of HSC where you have provided explicit consent. You may withdraw your consent at any time through your "My Profile" page on the website.
The website contains albums of photographs taken by members at HSC events. You may request the removal of any specific image of you using the contact details appearing in this notice.
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 HSC membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Under certain circumstances, by law you have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
- 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
- by email: firstname.lastname@example.org
- or by post: Horsley Sports Club, Pennymead Drive, East Horsley, Surrey KT24 5AH.
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.
v1 9th May 2018