Data Protection Policy

Chesham 1879 Lawn Tennis & Squash Club

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Chesham 1879 Lawn Tennis and Squash Club (the “Club”) of Pednormead End, Chesham, Bucks. HP5 2JU.

 

About this document

This privacy policy sets out the way we process your personal data and we have created this policy to ensure you are aware of how we use your data as a member of our Club.

How we collect your information

We may collect your personal data in the following ways, namely:

  • Directly from you,

    • when you fill in an application form for membership,

    • when you make enquiries on our website,

    • when you provide information via the Club’s online club management software or court booking system (www.chesham1879.clubsolution.co.uk, Globus Data UK Ltd, 3rd Floor, 24 Chiswell Street, London EC1Y 4YX), 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 or squash coach who has provided us with your contact details for that purpose);

  • From the tennis, squash or squash 57 (racketball) national, regional, county or district organizations (for example, where they pass on your details to us in connection with a complaint or query you have raised about our Club).

 

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 (such as email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);

  • An indication of your age as required to determine your category of membership:

  • Financial information, including Bank Account and Direct Debit details (if provided by you);

  • Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Club 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 Club social event or a course/camp.

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 Club membership, including:

    • informing you about court / facilities opening hours;

    • taking payment of membership fees;

  • Fulfilment of orders for goods and services, including court bookings;

  • 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 and in respect of your British Tennis Membership (“BTM”);

  • Research and statistical analysis about who is playing tennis, squash and squash 57 in our Club;

  • Communication about our Club activities that we think may be of interest to you;

  • Storing your details on the Club computer and our online Club Solutions software we use for the court/floodlight booking system. Please note that your own use of the software or system is subject to the Terms and Conditions and Privacy Policy published on that site;

  • Where this is necessary for our legitimate interests (for example in increasing use of our Club’s facilities and participation in playing generally);

  • Promoting our Club and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis, squash and squash 57 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.

 

Cookies

We use cookies on our website. These are files that your browser automatically creates and that are stored on your device (laptop, tablet, smartphone, etc.) when you visit our site. Cookies do not damage your device nor do they contain any viruses, Trojans or other malware.

The information stored in the cookie is specific to the device used during each individual session. However, this does not mean that we are aware of your identity.

The use of cookies serves on the one hand to make your website visit more targeted, e.g. we use so-called session cookies to recognise that you have already visited individual pages of our website. These will be deleted automatically after leaving our site. In addition, we also use temporary cookies that are stored on your end device for a specified period of time to optimize website user-friendliness. If you revisit our site, the site will automatically recognise that you have already been with us and what entries and settings you have made so that you do not have to re-enter them.

We use cookies to statistically record the use of our website and to evaluate and continue optimization of our site via Google Analytics. Cookies enable us to automatically recognise when you return to our site. These cookies are automatically deleted after a defined period of time.

You can block the use of cookies directly in your browser configuration. However, by blocking the use of cookies you may not be able to access all parts of our website, or you may find that particular functionality is reduced or missing.

For further information visit: www.aboutcookies.org or www.allaboutcookies.org.

 

Social Media Plugins

We use social plug-ins of the social networks Facebook and Twitter on our website on the basis of Art. 6 §1 of the GDPR in order to raise the awareness of our Club. The underlying advertising purpose is to be regarded as a legitimate interest within the meaning of the GDPR. Responsibility for data protection-compliant operation must be guaranteed by the respective provider.

The integration of these plug-ins by us takes place in the way of the so-called two-click method in order to protect our website visitors in the best possible way.

Protection of Junior Members (under 18years of age)

It is in the legitimate interest of the Club to be able to store the personal data of junior members, in order to fulfill the purposes of the Club. However, in order to protect the interests of junior members we also require the personal data, including contact and financial information held in respect of the junior member to be those of a parent or guardian.

No personal data, including images relating to the junior member, will be shared with any other Club members or third parties without the prior informed consent of a parent or guardian of the junior member, other than the age category of the junior member and the membership number to BTM and/or England Squash, in so far as is necessary for the legitimate interests of the Club.

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 Club. Examples of these essential service communications are:

  • Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).

  • Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about Club/court closures and holiday opening hours.

 

You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:

  • Telephone: 07882 924994

  • Email: admin@chesham1879.co.uk

  • Post: The Administrator, Chesham 1879 LT & SC, Pednormead End, Chesham, Bucks. HP5 2JU.

 

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 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 and any provider of membership management services.

  • National, regional or county sports bodies governing tennis, squash and squash 57.

  • Other Club members through the online booking system to contact you or arrange matches. The parents/guardians of junior members, (who may not be themselves members) will have access to the same online booking system to arrange matches/courses for junior members or to contact coaches.

 

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 Club membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

Your rights

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. You also have the right to object where we are processing your personal data for direct marketing purposes.

  • 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.

Changes to our privacy policy

The Club may update this privacy policy from time to time at the Club’s sole discretion. Any updates will be posted to our website along with a notice of the change.

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact The Club Administrator:

  • by email: admin@chesham1879.co.uk;

  • by telephone: 07882 924944;

  • by post: The Administrator, Chesham1879 LT &SC, Pednormead End, Chesham, Bucks. HP5 2JU.

 

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.