1.
About
this Policy
1.1
This policy explains when and why we collect
personal information about our members and instructors, how we use it and how
we keep it secure and your rights in relation to it.
1.2
We may collect, use and store your personal
data, as described in this Data Privacy Policy and as described when we collect
data from you.
1.3
We reserve the right to amend this Data Privacy
Policy from time to time without prior notice. we may be required to amend this
Data Privacy Policy due to regulations. For any significant changes you will be
notified but you are advised to check x URL for the latest Privacy Policy
1.4
We will always comply with the General Data
Protection Regulation (GDPR) when
dealing with your personal data. Further
details on the GDPR can be found at the website for the Information
Commissioner (www.ico.gov.uk). For the
purposes of the GDPR, we will be the “controller” of all personal data we hold
about you.
2.
Who are
we?
2.1
We are the G&DTTL (Grantham and District
Table Tennis League).
We can be found with named
contacts at http://www.granthamtabletennis.co.uk
3.
What
information we collect and why.
Member's
name, address,
telephone
numbers,
e-mail,
address(es).
|
Managing
the Member’s
membership
of the
G&DTTL
|
Performing the
Club’s/League’s contract with the Member.
For the
purposes of our
legitimate
interests in
operating
the Club/League and communications
|
The
names and ages of
the
member’s
|
Managing
the Member’s
membership
of the
Club/League
|
Performing the
Club’s/League’s contract with the Member.
|
Emergency
contact details
|
Contacting
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/League’s contract
with
the member
|
The
Member’s name, TTID
|
Managing
competition
and
event entries and
G&DTTL results
|
For the purposes of our
legitimate
interests in holding
competitions and events for
the benefit of members. For the purposes of our legitimate
interests in promoting the Club/League
|
Photos
and videos of
members
|
Putting
on the website
and social media pages
and using in press
releases
|
Consent.
We will seek the
consent
on their registration form.
The
member may withdraw
their
consent at any time by
contacting
us by e-mail or
letter
|
Member’s
name and
e-mail
address
|
Communication
|
Consent.
We will seek the
consent
on their registration form.
The
member may withdraw
their
consent at any time by
contacting
us by e-mail or
letter
|
Former member’s name and e-mail
address
|
Communication
|
For
the purposes of our
legitimate
interests in
operating
G&DTTL
|
Coach’s name address,
email addresses, phone
numbers and relevant
qualifications and/or
experience
|
Managing
the coaching
at
a Club/League level
|
For
the purposes of our
legitimate
interests in
ensuring
that we can contact
those
offering instruction and
provide
details of coaches to
members
|
4.
How we
protect your personal data
4.1
We will not transfer your personal data outside
the EU without your consent.
4.2
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.
4.3
Please note however that where you are
transmitting information to us over the Internet this can never be guaranteed
to be 100% secure.
4.4
For any payments which we take from you online
we will use a recognised online secure payment system.
4.5
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. We will
not share your personal data with any third parties without your prior consent
(which you are free to withhold) except where required to do so by law or as
set out in the table above or paragraph 5.2 below.
5.2
We may pass your personal data to third parties
who are service providers, agents and subcontractors to us for the purposes of
completing tasks and providing services to you on our behalf (e.g. to print
newsletters and send you mailings).
However, we disclose only the personal data that is necessary for the
third party to deliver the service and we have a contract in place that
requires them to keep your information secure and not to use it for their own
purposes.
6.
How long
do we keep your information?
6.1
We will hold your personal data on our systems
for as long as you are a member of the League and for as long afterwards as it
is in the Leagues’ legitimate interest to do so or for as long as 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 archived form in order to
be able to comply with future legal obligations e.g. compliance with tax
requirements and exemptions, and the establishment exercise or defense 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 personal 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.
7.2
You have the right to take any complaints about
how we process your personal data to the Information Commissioner:
https://ico.org.uk/concerns/
0303 123 1113.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
For more details, please address any
questions, comments and requests regarding our data processing practices to our
[Data Protection Manager] [insert address
or e-mail address].
G&DTTL
Responsibility Statement:
G&DTTL
takes all reasonable care to ensure that the information contained in its Guidance
is accurate, and that any opinions, interpretations and guidance expressed have
been carefully considered in the context in which they are expressed. However,
before taking any action based on the contents of this Guidance or any other
Guidance provided by G&DTTL, readers are advised to confirm the up to date
position and to take appropriate professional advice specific to their
individual circumstances.