Protection Policy and Privacy Statement

This is a copy of the Club’s Data Protection Policy and Privacy Statement, which sets out how the Club collects, uses and protects your personal information or data. It is effective from 13th September 2022, and may be subject to change in the future.

WHAT IS PERSONAL DATA?

When we talk about personal information or data, we mean any information or data about an individual that can be used to identify them. In the case of BRTC members, this may include:

• Title, first name and surname

• Gender

• Postal address

• Home telephone number

• Any other phone number (e.g. work, mobile)

• Email address(es)

• Date of birth

• Contact details for parents/guardians of Junior (under 18) members, along with their declaration of consent for the Junior member to participate in Club activities

• Category of Membership

• Year of joining

• Playing handicap and court bookings

• Method of payment for membership subscription, but no bank or card details

• Any photographs/ videos taken at events held at the Club or elsewhere; and

• Any caveats relating to any of the above points.

We collect this information from your membership application form and from any subsequent updates that you provide to us or any additional information that we may from time to time request from you.

WHERE DOES THE CLUB STORE YOUR PERSONAL DATA?

All membership information is stored electronically on the Tennis and Rackets Association (T&RA) Real Tennis Online (RTO) server.  Access to this is limited to RTO Administrators and is username/ password protected.  The T&RA Privacy Policy describes how this data is collected, used , shared and protected.  The T&RA also provides Guidance for RTO Administrators. Some information is stored as hard copy (e.g. membership application forms and responses to those members who do not have an email address). Information may be passed to the Membership Secretary or other Committee members for specific purposes related to the running of the Club.  Such information will be stored on stand alone computers which are password protected.

The RTO system is used by the Professionals for court booking and maintaining players’ handicaps.  Some of this data is copied to the Club computer, which is password protected and not networked. The Professionals also use this computer for processing court account balances.

Members are strongly encouraged to join the T&RA.  When they do, they will be able to sign in to RTO and access their personal details.  They alone have the responsibility to update such details.

Records of members’ membership subscriptions and their court account transactions are stored on an on-line accounting system, access to which is password protected and which can only accessed by individuals designated by the Club.

In very limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we are asking for and the reasons for needing it, so that you can consider whether you wish to consent

Once we have received your personal information/data, we use strict procedures and security features as outlined above to try, as far as possible, to prevent unauthorised access. However there can be no guarantee that transmission of information via the internet is completely secure.

HOW IS THE DATA USED?

The data is used primarily for the purpose of managing your membership and informing you of BRTC news and events. Therefore it is important that the Professionals be informed immediately of any changes to personal data so that your records can be amended and updated accordingly.

The annual Fixtures and Events List contains the names, but no contact details, of match managers.

Photographs taken at events may be used on the Club’s website and social media.

The personal data held by the Club will never be used for distributing commercial or other material on behalf of third parties, other than circulating relevant information from the Tennis & Rackets Association, the Ladies Real Tennis Association or other affiliated real tennis clubs.

HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?

When a member resigns, the letter acknowledging their resignation will state that some of their personal data records (e.g. class of membership, date of joining and date resigned) will be archived electronically for a period of six years for the purpose of analysing membership trends. Primary records will be deleted immediately on request.

Hard copies of personal data will be destroyed if a member so requests or when they resign.

YOUR RIGHTS CONCERNING YOUR PERSONAL DATA

• The Club must seek your consent, in writing or by email, to use your personal data that it holds.

• You have the right at any time to:

             o Withdraw your consent to the Club holding and/or processing your personal data. However written withdrawal of your consent will be taken as your resignation as we will have no means of contacting you.

             o Or otherwise have the Club erase and/or destroy some of the personal data that it holds about you. However this may affect your ability to participate in games and other activities of the Club.

             o Access the personal data that the Club holds about you. If you wish to do so, please make your request to the Hon Secretary who will provide the information within 30 days.

             o Make the Club corrects any inaccurate personal data held about you. You also have the right to complain to the Information Commissioner’s Office if you think there is a problem in the way the Club is handling your personal data.

DATA PROTECTION OFFICER

The Club’s Hon. Secretary has responsibility for data protection compliance and will work closely with the Membership Secretary and others to ensure that the Club meets to the requirements of the most recent data protection legislation.

If you have any questions about the Club’s data protection policy and privacy statement, or the personal data that we hold about you, or to exercise all relevant rights, queries or complaints, please contact the Hon. Secretary care of the Club or by email (jm.dixon@tiscali.co.uk)