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Data Protection Statement

Shere Tennis Club – Data Protection Statement

Last Updated: 17/03/2025

Shere Tennis Club (“we”, “us”, or “our”) is committed to protecting the privacy and security of your personal information. This Data Protection Statement explains how we collect, use, and protect your data in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Who We Are:

Shere Tennis Club, located at Shere Recreation Ground, Upper St, Shere, Guildford GU5 9JF is the data controller responsible for your personal data. Our website address is www.sheretennis.org.uk.

2. Information We Collect:

We collect and process the following types of personal data:

  • Membership Data: Name, address, contact details (phone number, email address), date of birth, membership status, and any other information you provide when becoming a member.
  • Children’s Data: For junior members, we collect the same information as above, including parental/guardian contact details.
  • Payment Data: We do not directly collect or store your card payment details. All card payments are processed through a secure, hosted payment page provided by [Insert Payment Provider Name, e.g., Stripe, GoCardless]. We may receive confirmation of payment and transaction IDs from the payment provider.
  • Booking Data: Information related to court bookings, event registrations, and coaching sessions.
  • Communication Data: Records of correspondence, including emails, letters, and messages.
  • Website Usage Data: Information about how you use our website, including IP addresses, browser type, and pages visited (collected via cookies, see our Cookie Policy).

3. How We Use Your Information:

We use your personal data for the following purposes:

  • Membership Administration: To manage your membership, process renewals, and provide membership benefits.
  • Service Provision: To provide tennis court booking services, coaching sessions, events, and other club activities.
  • Communication: To communicate with you about club news, events, updates, and important information.
  • Payment Processing: To facilitate and manage payments for memberships, bookings, and events.
  • Child Protection: To ensure the safety and wellbeing of our junior members.
  • Legal Obligations: To comply with legal and regulatory requirements.
  • Website Improvement: To analyse website usage and improve our services.

4. Legal Basis for Processing:

We process your personal data based on the following legal bases:

  • Contractual Necessity: Processing is necessary for the performance of a contract (e.g., membership agreement).
  • Legitimate Interests: Processing is necessary for our legitimate interests (e.g., club administration, communication), provided your rights and freedoms are not overridden.
  • Consent: We may seek your consent for specific processing activities (e.g., marketing communications).
  • Legal Obligation: Processing is necessary to comply with legal obligations.
  • Vital Interests: In rare cases, to protect the vital interests of you or another person (especially in child protection scenarios).

5. Sharing Your Information:

We may share your personal data with:

  • Payment Providers: [Insert Payment Provider Name] for processing payments.
  • Coaching Providers: Where necessary to facilitate coaching sessions.
  • Relevant Sporting Bodies: Such as the LTA for affiliation purposes.
  • Legal Authorities: If required by law.
  • Third-party service providers: who provide services that enable us to function, like website hosting. We ensure these providers are GDPR compliant.
  • We will never sell your personal data to third parties.

6. Data Security:

We have implemented appropriate technical and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, and destruction. These measures include:  

  • Secure storage of data.
  • Restricted access to personal data.
  • Regular security assessments.
  • Use of secure, hosted payment pages.

7. Data Retention:

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Membership data will be retained for the duration of your membership and for a reasonable period thereafter. Financial data will be retained for six years in accordance with HMRC guidelines. Data related to children will be retained in accordance with LTA guidelines and child protection best practice.  

8. Your Rights:

You have the following rights regarding your personal data:

  • Right to Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can request that we correct any inaccurate or incomplete data.  
  • Right to Erasure: You can request that we delete your personal data in certain circumstances.
  • Right to Restriction of Processing: You can request that we restrict the processing of your data in certain circumstances.  
  • Right to Data Portability: You can request to receive your data in a portable format.  
  • Right to Object: You can object to the processing of your data in certain circumstances.
  • Right to Withdraw Consent: If we rely on your consent, you can withdraw it at any time.
  • Right to complain: You can complain to the Information Commissioners Office(ICO) if you are unhappy with the way we have used your data.

To exercise any of these rights, please contact us at dpo@sheretennis.org.uk.

9. Cookies:

Our website uses cookies. Please refer to our Cookie Policy for more information.

10. Changes to This Statement:

We may update this Data Protection Statement from time to time. Any changes will be posted on this page.

11. Contact Us:

If you have any questions or concerns about this Data Protection Statement, please contact us at:

dpo@sheretennis.org.uk

Information Commissioners Office(ICO):

You can also contact the ICO if you have any questions about data protection. Their website is www.ico.org.uk.