DATA PRIVACY POLICY
1. About this policy
1.1 This policy explains why we collect personal information about our members and instructors, how we use it and your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in the Data Protection Policy and as described when we collect data from you.
1.3 We reserve the right to amend this policy from time to time without prior notice.
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.
2 Who Are We
2.1 : We are the Ellenborough Table Tennis Club. We are registered with the ICO registration no:ZA774076. We can be contacted at Craddock Road, Enfield, EN1 3SP - 0208 363 1585 or through details shown on our ICO Registration at weblink
https://ico.org.uk/ESDWebPages/Entry/ZA774076
3 What information we collect and why
| CCTV images and video |
To provide additional security to the club, its members, and property of members |
For the purpose of our legitimate interests in operating the club. Necessary for us to perform a task in the public interest. Protecting the Member’s vital interests and those of their dependents. |
Member’s Name, userid, email, phone,
IP Address |
Providing an online system to enable members to book table tennis slots, and to provide contact tracing information |
Performing the Club’s contract with the Member. Protecting the Member’s vital interests and those of their dependents. For the purpose of our legitimate interests in operating the club. |
Member’s name, address,
telephone number,
email address |
Managing member’s membership of the sport’s governing body (Table Tennis England) |
Performing the Club’s contract with the Member.
For the purpose of our legitimate interests in operating the club. |
Emergency contact details |
Contacting the next of kin in the event of an emergency |
Protecting the Member’s vital interests and those of their dependents |
Date of birth / age related information |
Managing membership categories which are age related |
Performing the Club’s contract with the Member |
Gender |
Provision of adequate facilities for members
Reporting information to Table Tennis England |
For the purpose of our legitimate interests in making sure we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender
For the purpose of the legitimate interests of Table Tennis England to maintain diversity data required by funders |
The Member’s name, TTID |
Managing competition and event entries and results
Publishing results and rankings |
For the purpose of our legitimate interests in holding competitions and events for the benefit of members
For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players |
Photos and videos of members |
Putting on the website and social media pages and using in press releases |
Consent. We will seek the consent of their membership application form and each membership renewal form. The member may withdraw their consent by contacting us by email or letter |
Member’s name and email address |
Creating and managing the online key members directory |
Consent. We will seek the consent on their membership application form and each membership renewal form. The member may withdraw their consent by contacting us by email or letter |
Bank account details |
Managing the Member’s and their dependant’s membership of the club and provision of services and events |
Performing the Club’s contract with the Member |
Member’s and former member’s name and email address |
To conduct surveys of members and former members for the benefit of the Club |
For the purpose of the legitimate interests of Ellenborough Table Tennis Club |
Coach’s name, address, email address, phone number and relevant qualifications and/or experience |
Managing the coaching at the Club |
For the purpose of our legitimate interests in ensuring that we can contact those offering instruction and providing details of coaches to members |
4. How we protect your personal data
4.1 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.2 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.3 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us
5.1 We will never sell your personal data.
5.2 We will only share your personal data with Table Tennis England, the sport’s governing body and local leagues in the case of members competing in local league competitions
6. How long do we keep your information?
6.1 We will hold your personal data on our systems as long as you are a member of the club and for as long afterwards as it is in the Club’s legitimate interest to do so or for as long as it is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archival form to be able to comply with future legal obligations e.g. compliance with tax requirement sand exemptions, and the establishment exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR
(a) to access your personal data
(b) to be provided with information about how your data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances
