Bagshot Tennis Club - Privacy Policy

1. Introduction

Bagshot Tennis Club values everyone who engages with us by whatever means, and we do all we can to protect your privacy and to make sure the personal data you provide us is kept safe. This policy explains how we collect data, how we use and store information and what it means for you.

2. Who we are

Bagshot Tennis Club is the data controller (contact details below). This means we decide how your personal data is processed and for what purposes.

Bagshot Tennis Club, College Ride, Bagshot, Surrey GU19 5ES

3. What specific information we collect

We collect the following types of personal data:

Essential Information:

- Full name and contact details

- Date of birth

- Emergency contact information

- Membership status and history

- Payment information

- Medical information (where relevant for health and safety)

Optional Information:

- Photographs and videos from club events

- Tournament participation and results

- Social media handles (if provided)

- Communication preferences

Information about Junior Members:

- Parent/guardian contact details

- Medical conditions

- School information

- Emergency contacts

4. How we collect information

a. Directly from you

We collect personal information when you:

- Complete membership forms

- Register for tournaments or events

- Sign up for coaching

- Make payments

- Communicate with club officials

- Use our website or booking system

b. Digital Communications

We use various platforms to communicate with members:

- Email newsletters and updates *

- WhatsApp groups - see below b(i)

- Club management software

- Online court booking system

* You can opt out of any of these communication methods at any time.

b (i) WhatsApp

Adult Members

The club uses WhatsApp as an alternative means of communication to members. New Adult members are invited to join groups specific to their membership type (e.g. Adult Beginners/Improvers) and the Play Tennis Bagshot group, which is for new member introductions and informal/social club engagement.

Each of these WhatsApp groups are part of a general 'umbrella' Adult member announcement group, which is used for club wide notices. Please note that subscription to these WhatsApp groups is voluntary and not compulsory.

Any urgent or important club communication will always be sent out by email, in addition to WhatsApp. Members who have opted out of WhatsApp AND have chosen to receive important emails only, will not receive any general club news. This can be changed in personal settings on the website, under the members' consents and agreements preferences.

Team captains use WhatsApp regularly to communicate to their squads. Captains will invite members to join the relevant team WhatsApp group at the start of a new league season. Captains are also able to email their teams via the website.

Juniors

Every class in our Junior Termly Tennis Programme has its own WhatsApp group - parents of new Juniors are invited to join the relevant group when they start at Bagshot Tennis Club. These have been set up so that only the club manager and coaching team can send out quick, important messages (relating to that specific class, e.g. wet weather announcements). Parents cannot post messages on these groups.

We have taken the decision to remove the umbrella 'announcement' function from the Junior WhatsApp as this conflicts with parents who have chosen not to receive general club news but still want to be part of their Junior's class WhatsApp group.

If a parent has chosen to opt out of their Junior's class WhatsApp group, the club will additionally need to send them a class cancellation email that comes via the website - however, please note that there is no guarantee that club emails sent from the website will be received with sufficient notice, as the coaching team makes wet weather calls 40-45 mins before the start of a class. This is a key benefit of using WhatsApp, where messages are delivered immediately.

c. Photography and Media

During club activities, we may capture:

- Tournament photographs and videos

- Social event pictures

- Team photos

- Coaching session recordings

You have the right to:

- opt out of all photography

- Request removal of specific images

- Decline social media inclusion

d. CCTV Usage

Our clubhouse tennis room is monitored by CCTV for the security and safety of our members, staff, and premises. Specifically:

- A Blink camera has been placed at a key, visible location inside the clubhouse tennis room

- Signs clearly indicate where CCTV is in operation

- Footage is stored securely for 30 days unless needed for an incident investigation

- Access to footage is strictly limited to the Data Protection Officer and Club Manager

- Footage may be shared with law enforcement if required

- Members can request access to footage of themselves through our Data Protection Officer

- CCTV is never placed in changing rooms, toilets, or other restricted areas

A data protection impact assessment (DPIA) has been completed on behalf of the club by the Data Protection Officer.

5. How we use your information

a. Essential Club Operations

- Membership administration

- Court booking management

- Tournament organisation

- Team selection and management

- Emergency contact purposes

- Safeguarding compliance

- Annual LTA venue registration (British Tennis/LTA Advantage members who have affiliated themselves to the club)

b. Communications

- Club news and updates

- Event promotions and invitations

- Team arrangements

- Coaching information

- Membership renewals

c. Legal Requirements

- Health and safety compliance

- Insurance purposes

- Safeguarding requirements

- Financial records

6. Data Protection Measures

a. Security Practices

- Password-protected databases

- Encrypted digital storage

- Secure payment processing

- Limited access to personal data

- Regular security reviews

b. Volunteer and Committee Guidelines

- Data protection training provided

- Clear handling procedures

- Secure communication methods

- Regular policy reviews

7. Data Retention Periods

We keep different types of data for specific periods:

- Membership records: 7 years after leaving

- Financial records: 7 years (legal requirement)

- Medical information: Duration of membership

- Tournament results: Permanent (historical record)

- Photography: 3 years unless part of historical record

- Communication records: 2 years

8. Junior Members Protection

a. Special Protections

- Parent/guardian authorisation is needed to register a Junior account on the website

- Additional photography permission required

- Communication methods with parents only (no contact is made by the club directly with Juniors, unless permission has been given by parent for nominated tennis leaders – aged 13 years and over - to join a class WhatsApp group where messages are sent out by the coaching team and club manager only)

9. Your Rights and Choices

a. Data Access Rights

- You can request copies of your data

- You can update your information

- You can withdraw consent

- You can request data deletion

-You can opt out of communications

b. How to Exercise Your Rights

Email: admin@bagshottennis.co.uk

Write: Data Protection Officer, Bagshot Tennis Club

10. Club Management Software

We use myClubhouse software (provided by Simmetrics Ltd) to manage:

- Membership records

- Court bookings

- Payment processing

- Event management

- Teams

- Competitions

We, Bagshot Tennis Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find details of our data processor’s privacy policy at: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

11. Payment Processing

- We use secure payment processors

- Card details are not stored by the club

- Payment records are kept for 7 years

Summary

- We collect only the data we need to run the club effectively

- We protect your personal information carefully

- We never sell your data

- You can opt out of communications and photography

- Special protections are in place for junior members

- You can request your data or its deletion at any time

Regular Reviews

This policy is reviewed annually or when regulations change.

Last updated: February 2025

Contact Information

For any privacy-related queries:

Data Protection Officer

Bagshot Tennis Club

College Ride, Bagshot, Surrey GU19 5ES

Email: admin@bagshottennis.co.uk