For the purposes of the General Data Protection Regulation (“GDPR”) and UK data protection laws, the controller is Knowle Lawn Tennis Club (the “Venue”) of Wells Road, Knowle, Bristol BS4 2QN.
About this document
How we collect your information
We may collect your personal data in a few limited ways, namely:
- Directly from you, when you fill in an application for membership, when you make enquiries on our website, 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 coach who has provided us with your contact details for that purpose);
- From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Venue).
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 (including email address (es), telephone numbers and postal address (es) and records of communications and interactions we have had with you);
- Financial information, including bank account details provided through on-line banking or available on cheques; 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 Venue 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 Venue membership, including:
Taking payment of membership fees;
Affiliation to British Tennis to obtain a BTM Membership Number
- Administration of the Wimbledon ballot;
- Research and statistical analysis about who is playing tennis in our Venue;
- Communication about our Venue activities that we think may be of interest to you;
- Storing your details on our membership database which is password protected.
- Where this is necessary for our legitimate interests (for example in increasing of our Venue’s facilities and participation in the game generally);
- Promoting our Venue and promoting goods and services of selected third parties (for example, operators of coaching courses where you have specifically stated you can be contacted for this purpose);
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. These will be carefully outlined in the membership form which was revised in 2018. 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 Venue. Examples of these essential service communications are:
- Records of transactions, such as payment receipts (as applicable).
- Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about venue closures.
Data protection manager
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting The Data Protection Manager at email@example.com
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.
- LTA – to allow members to have BTM numbers and access the privileges of membership plus conferring ability to play in competitive matches.
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 Venue membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
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.
Knowle Lawn Tennis Club website
The information below describes how your personal information is collected, used, and shared when you visit https://knowlelawntennis.net/ (the “Site”).
Personal information We collect
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.”
We collect Device Information using the following technologies:
- “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
- “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
- “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site.
How We collect personal information
You directly provide some personal information to us. Some ways in which you do this are:
- Complete and submit online forms to us;
- Correspond with us;
- Respond to our surveys;
Third parties technologies we use to provide content and applications may also collect or process your data automatically, including:
- Google Analytics*
- Google AdWords
- Google Tag Manager
We use of Google Analytics to help us understand how customers use the Site is a feature of many website, you can read more about how Google uses your Personal Information here: https://www.google.com/intl/en/policies/privacy/.
You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
Other ways you can share data with us is through automatic data collection technologies that collect statistical (non-personal) information about your equipment, browsing actions and patterns to provide details about:
- Traffic data
- Location and IP address
- Communication data
- Resources accessed on the Services
- Operating System
Sharing your personal information
Knowle Lawn Tennis Club employees will have access to information from Your website visit when necessary to complete work on your behalf. We employ access controls in order to protect your data.
We may at times need to share your data with suppliers or freelancers. All of our suppliers, partners and freelancers are contractually bound to process your data in accordance with our own Privacy Policies.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.
Do not track
Please note that we do not alter our Site’s data collection and use practices when we see a Do Not Track signal from your browser.
If you are a European resident, you have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us through the contact information below.
Additionally, if you are a European resident we note that we are processing your information in order to fulfill contracts we might have with you (for example if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Europe, including to Canada and the United States.
Contact & complaints
Our Club Chair can also be contacted if you are not satisfied with the response provide by the Data Protection Manager by email; firstname.lastname@example.org
If you are still 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.
This policy is reviewed every two years (or earlier if there is a change in national legislation).
Chairperson: Carol Grant
Welfare Officer: Fiona Perkins