Our Lady of Muswell LTC

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DATA PROTECTION, PRIVACY & PERSONAL USAGE POLICY

 

For the purposes of the General Data Protection Regulation (GDPR) and UK data protection laws, the data controller is Our Lady of Muswell Lawn Tennis Club (OLMLTC), a club affiliated with the Lawn Tennis Association (LTA).

 

About This Policy

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This privacy policy sets out how we process your personal data and ensures you are aware of how your information is used as a member of OLMLTC.

 

How We Collect Your Information

 

We may collect your personal data in a few limited ways, including: Directly from you – when you apply for membership, make enquiries via our website or email, or interact with us during your membership (e.g. when entering a competition, booking courts, or renewing membership); From someone else – such as a family member or coach who applies for membership on your behalf and provides your details;From the LTA – when your data is shared with us in relation to a complaint, query, or LTA initiative involving OLMLTC.

 

The Types of Information We Collect

 

As a member of OLMLTC, we may collect and process the following personal data: Your name, date of birth, gender, address, email address, telephone numbers; LTA affiliation and membership details, including coaching or officiating licenses (LTA Data);Records of participation in club activities, competitions, or events.

 

How We Use Your Personal Data

 

We may use your data for the following purposes, based on our legitimate interests in operating the club efficiently and responsibly: Membership and Club Management Processing membership applications and annual renewals; Managing payments and subscriptions;  Sharing necessary data with committee members for club administration; Maintaining electronic records and managing the club website; Publishing league, ladder, and tournament results.

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Club Communications

 

Sending you news, updates, and information about OLMLTC activities by email or other means;Informing you of club events (both sporting and social).

 

Training and Competitions

 

Sharing data with OLMLTC coaches and team captains to organise training and events; Sharing contact details with opponents or teammates to arrange matches; Entering teams into local leagues and sharing data with relevant league organisers;Registering players for LTA-sanctioned competitions, where necessary.

 

Funding and Reporting

 

Sharing anonymised data with funding partners (e.g. Local Authority, LTA, Sport England, National Lottery) as a requirement of grant funding; Using anonymised data for trend analysis and club development.

 

Use of Photography and Video

 

If we wish to use images or video of you for promotional purposes (e.g. on the OLMLTC website, social media, or printed materials), we will request your explicit consent, which can be withdrawn at any time by contacting a club official.

 

Data Sharing

 

We do not share your personal data with third parties except where required for the purposes outlined above. Your data will never be sold or shared for marketing purposes without your explicit consent. Data RetentionYour personal data will only be retained for as long as necessary to fulfil the purposes for which it was collected. If you do not renew your membership, your data will be securely deleted in line with our data retention policy.

 

Your Rights

 

Under GDPR, you have the right to: Request access to the personal data we hold about you; Request correction of any inaccurate or incomplete data; Request deletion of your personal data when there is no longer a legitimate reason for processing it; Object to or restrict certain types of processing (e.g. direct marketing or legitimate interest-based processing); Withdraw consent at any time where processing is based on consent; Request that your data be transferred to another party (data portability).Please note, some rights may not be absolute and could be subject to exceptions under the law.

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Contact and Complaints

 

If you have any questions about this policy or wish to exercise any of your rights,

please contact: Brenda Hazelwood   email: olmtennisclub@gmail.com

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If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).More information is available at: www.ico.org.uk