FTC (“the Club”) seeks to comply with all the legal and regulatory requirements relating to the use of personal data. This Notice gives you information about why the Club collects data and what the Club does with it.
1. What personal data does the Club collect?
The Club collects personal data from club membership forms and other information provided by individual Members including:
· address and other contact details,
· date of joining the Club,
· dates of birth of Junior Members,
· Subscription payment sums, and
· roles and responsibilities, including members of the Committee and team captains/members.
2. How does the Club store personal data?
Membership information including membership categories, contact details, and payments is recorded on a spreadsheet which is password protected.
3. What does the Club do with personal data?
The data which the Club collects is used only in connection with the running of the Club including, for example; organising activities, communicating with Members by email, post, telephone, and through the website and social media, financial accounting (including payments and receipts) and audit.
Members of teams and those taking part in tennis sessions/ matches may also share email and other contact details with their captain/organiser or each other, to facilitate communication within the Club.
The Club will comply with any disclosure requirements of government and regulatory bodies
A consultant who has developing and will maintain the club website may have access to personal data. The consultant is registered under the Data Protection Act and is contractually bound not to disclose any personal data.
We do not provide any personal data to any third party for their marketing purposes.
4. How long does the Club keep personal data?
The Club will keep data for one year after membership ceases and then for such period as required by law.
5. Rights of Members.
Members may ask us for:
· confirmation that their data is being processed,
· access to their personal data, or
· clarification of or further details about the information contained in this notice.
Access to information
If you would like access to your personal data, please send a request to the Secretary. Except in the case of complex or numerous requests the Club will respond without delay and in any event within one month. The Club will not make any charge for its’ response. A request may be refused as permitted by law, for example where it appears manifestly unfounded or excessive.
If the information the Club holds is incorrect or incomplete, please contact the Secretary and we will correct it
Right of erasure
Subject to the legal rights of the Club you can ask us to delete data if:
· the information is no longer necessary for the purposes of membership of the Club,
· you wish to withdraw any consents you have given,
· you do not want the data to be processed and there is no legitimate interest in continuing the processing,
· it was unlawfully obtained, or
· to comply with a legal obligation.
If you want to request deletion of any of your information, please contact the Secretary and the Club will consider that request without delay.
Right to object
Subject to the legal rights of the Club you may object to:
· the Club processing personal data for the performance of a legal task or its legitimate interests,
· direct marketing**, or
· scientific/historical research and statistics**.
**Note: We do not make any disclosures for these purposes
If you want to make an objection, please contact the Secretary and the Club will let you have a response without delay.
6. Further Information
If you would like any further information about how your information is used, how we maintain the security of your information, or your rights to access information we hold on you, please contact the Secretary who will be happy to help.
Further information is also available from, and any complaints can be made to the Information Commissioner’s Office – www.ico.org.uk