What personal data do we process?
As a controller organisation, Mersey Bowmen Lawn Tennis Cub holds personal data on all Mersey Bowmen Lawn Tennis Club (here after ‘club’) members and some former members. “Personal data” is any information about an individual which allows them to be identified from that data (for example a name, photograph, video, phone number, email address, or address).
For members under the age of 18, only your name and address are stored. Contact email and phone numbers are your parent’s or guardian’s, as provided by parents/guardians.
We hold data only for as long as we need it to perform our tasks. When a person ceases to be a member, their data is held on Clubspark for five years after their membership ceases, as this is the period during which ex-members do not qualify for the new member discount.
Sharing your personal data
Your data will be treated in confidence. It will only be shared within the club for the purposes relating to the club, for example to team captains. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The Lawn Tennis Association
- League and tournament organisers
- Our agents, servants and contractors. For example, we may use a commercial provider to send out newsletters on our behalf (e.g. MailChimp), or to maintain our database software (e.g. Clubspark), or to send information to members (e.g. Gmail).
Aggregate data, such as total membership, or membership by age/gender, may be provided to the LTA if requested, however personal data which could identify an individual will not be provided without explicit consent of the individual.
Your personal data is stored securely with passwords, such that only designated members of the club committee are able to access it.
From time to time, personal data is used by the club for communicating news and information about activities at the club to members. Any member who wishes to opt out of any such communication must make their preferences known to the club secretary via firstname.lastname@example.org
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
- The right to access information we hold on you
- At any point you can contact us to request to view the information we hold on you as well as why we have that information, who has access to the information, and where we obtained the information from. Once we have received your request we will respond within one month.
- There are no fees or charges for the first request unless the request is manifestly unfounded or excessive but additional requests for the same data may be subject to a reasonable administrative fee.
- The right to correct and update the information we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your information erased
- If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
- When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
- The right to object to processing of your data
- You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
- You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
- The right to object to the processing of personal data where applicable.
- The right to lodge a complaint with the Information Commissioner’s Office.