Wilberfoss Tennis Club is committed to protecting and respecting your privacy.
This policy explains how we collect, use, and safeguard personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Wilberfoss Tennis Club is a community tennis club run by volunteers.
For the purposes of data protection law, the club is the Data Controller.
2. What personal data we collect
We may collect and process the following information:
- Name, address, email address, and telephone number
- Date of birth (for junior members or where voluntarily provided)
- Emergency contact details (sometimes)
- Medical or health information (where voluntarily provided)
- Parent or guardian details for junior members
- Payment and membership status information
3. How we use personal data
We use personal data to:
- Administer club membership
- Manage access to courts and facilities
- Communicate important club information (e.g. membership renewals, court access updates)
- Ensure health, safety, and safeguarding obligations are met
- Comply with legal or regulatory requirements
We will not sell or share personal data with third parties for marketing purposes.
4. Lawful basis for processing
The club processes personal data under the following lawful bases:
- Consent (for membership administration and communications)
- Legitimate interests (running the club effectively and safely)
- Legal obligation (where required, including safeguarding)
5. Data storage and security
Personal data is stored securely and accessed only by authorised committee members.
We take reasonable steps to protect data from loss, misuse, unauthorised access, or disclosure.
6. How long we keep data
Personal data is retained only for as long as necessary for membership and legal purposes and is securely deleted when no longer required.
7. Your rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Withdraw consent at any time
- Raise a concern with the Information Commissioner’s Office (ICO)
Requests relating to personal data should be directed to the Club Secretary. wilberfosstennisclub@gmail.com
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