TRACKSIDE LAWN TENNIS CLUB PRIVACY and DATA PROTECTION POLICY

For the purposes of the General Data Protection Regulation ("GDPR") and The Irish Data Protection Act 2018, the data controller is Trackside Lawn Tennis Club (“TLTC”)

Introduction

This privacy policy sets out the way we process your personal data as a member and to make sure you are aware of how we use your data as a member of TLTC.

How we collect your information

We may collect your personal data in a few limited ways, namely:

• Directly from you, when you complete 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 eg. when you enter a competition, renew your membership, sign in in the attendance book, sign up for coaching or other event ( Note: membership forms will be retained by the club for three years )
• In the case of under 18s when a parent or guardian applies for membership on your behalf

The types of information we collect:

We may collect the following types of personal data about you:

• Contact and communications information, including email address, telephone numbers and postal address, records of communications and interactions we have had with you, gender details and in the case of under 18s date of birth and playing ability
• Financial information – membership payments, competition and coaching fees
• We may also collect data about your health or medical conditions, where you have volunteered this

How we use personal data

Personal data provided to us will be used for the purposes set out below:

• Administration of TLTC business & membership, including informing you about TLTC policies and rules, court opening hours and taking payment of membership fees and other payments
• Providing TLTC members with contact details (name, phone numbers, membership category) of other members to facilitate DLTC League, team and social match play. This data must not be used for any other purpose by members, for example, but not limited to, making commercial offers, promoting business interests or charitable activities.
• Research and statistical analysis for TLTC and tennis governing bodies
• Communication about TLTC news and activities that we think may be of interest to you
• Storing your details on the software platform ( EXCEL & GMAIL/HOTMAIL ) we use for our member management database
• Promoting TLTC events and other tennis related matters
• Member names and achievements may be contained in committee reports, AGM reports & Club noticeboard/website/social media and these may be retained forever.
• Where members undertake a Garda Vetting check through the Club their name, role and date of check will be added to the Club Garda Vetting monitor for 3 years.
• Club Committee Post Holders and Safeguarding Officer names, postal address, telephone number and email address may be shared with Tennis Ireland in the annual Club Declaration Form and this will be retained for 7 years.

Your communication 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. There are some communications, however, that we need to send you regardless of your preferences in order for us to fulfil our contractual obligations to you as a member of TLTC. Examples of these are:

• Records of transactions, such as payment receipts or payment confirmations
• Membership related mailings such as your membership renewal reminder, notice of formal meetings and information about court closures and holiday opening hours.

You are in control of how we communicate with you. You can decide not to receive TLTC news and activities communications or other non-essential service communications and can update your choices and/or your contact details by email – [email protected] or letter delivered to the postbox in the TLTC Clubhouse and marked for the attention of the Data Processor

Sharing your information with others

We do not sell or share your personal data for other organisations to use for direct marketing purposes.

Personal data collected and processed by us may be shared with the TLTC Committee and Coach for the purposes of administering your membership and giving you access to coaching facilities.

Personal information may be shared in a child safeguarding issue or disciplinary issue (to be retained for 7 years) with relevant bodies including eg Gardai, TUSLA, Tennis Ireland

How long will your personal information be retained

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 the duration of your membership and for a period of three years thereafter.

Your rights

Under certain circumstances, by law you have the right to:

• Request a copy of your personal data (commonly known as a "data subject access request").
• Request correction of your personal data. 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.
• Request the restriction of processing of your personal data eg. you can decide not to receive TLTC news and activities communications.

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact and complaints:

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, contact us:

• by email: [email protected]
• by post: delivered to the postbox in the clubhouse

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Data Protection Commission. You can find out more about your rights under applicable data protection legislation at www.dataprotection.ie.

January 2019