Privacy Policy

May 29, 2018 Charles Hailes

Privacy Policy followed by Victoria Park Club

What personal data does the Victoria Park Club collect?

The data we routinely collect includes members’ names, addresses, email addresses, phone
numbers and – for those under the age of 18 – date of birth. For some of our members we
may have additional information such as committee memberships or, in certain cases DBS
checks done with the member’s knowledge and permission. We will also keep information
relating to disciplinary matters and sanctions.

In the case of tennis members, we collect the results of tournament matches. For bridge
members we collect scores from games you play and these are then displayed on our
Bridgewebs pages.

What is this personal data used for?

We use members’ data for the administration of your membership, the communication of
information, and the organisation of events. In the case of tennis players participating in
inter-club, county, or national events results will be passed on to the relevant organisers to
determine the team’s standing as well as your own personal ranking.

Who is your data shared with?

In the case of tennis players, individual membership data and match results may be passed on
to the Lawn Tennis Association (LTA). In the case of bridge members, some of your data
will be available for use by Bridgewebs. They are not free to pass this on to other
organisations that are not connected with the Club.
Your personal data is not passed on by us to organisations other than those indicated above,
whether or not connected with tennis or bridge.

How is your data stored?

This information is mainly stored in the form of password-protected computer spreadsheets
and in the form of paper copies of the renewal forms (held securely by the Membership
Secretary). In the case of bridge members, the information is duplicated on Bridgewebs
(again in a password-protected form).

Where does this data come from?

Most of the information is provided directly by members on the forms you complete either
when first joining the Club or at the annual renewals.
Match data (tennis) and scoring data (bridge) comes directly from the results of the club
events in which you play.

Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory
requirement to have a Data Protection Officer. The person who is responsible for ensuring the
Club discharges its obligations under the GDPR is the Membership Secretary.
Who has access to your data?
Members of the main Club committee and sub-committees have access to members’ data in
order for them to carry out their legitimate tasks for our organisation.

What is the legal basis for collecting this data?

Victoria Park Club collects personal data that is necessary for the purposes of its legitimate
interests as a membership organisation and participant in LTA and other shared activities.
For some data, such as that relating to financial matters, the basis for its collection and
retention is to comply with our legal obligations.

How you can check what data we have about you?

If you want to see the basic membership data we hold about you, you should contact the
Membership Secretary. In the case of Junior members (minors) this contact may be made
by the parent or guardian of the member.

You can contact us with a “Subject Access Request” if you want to ask us to provide you
with any other information we hold about you. If you are interested in any particular aspects,
specifying them will help us to provide you with what you need quickly and efficiently. We
are required to provide this to you within one month.

There is not usually a fee for this, though we can charge a reasonable fee based on the
administrative cost of providing the information if a request is manifestly unfounded or
excessive, or for requests for further copies of the same information.

Does Victoria Park Club collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”.
In the case of bridge members, the only data we record relates to the disabilities of members
who have explicitly requested it to be recorded for the purpose of giving them stationary
positions in our sessions. If you wish to change this data on your record you can do so at any
time by contacting the Membership Secretary.

How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
(1) You can restrict the contact details we hold for you. However, we do need to have at
least one method of contacting you.
(2) You may choose not to receive information emails from the Club. (Note that we do
not send any out on behalf of other organisations).
Either of these options can be implemented for your club membership by contacting the
Membership Secretary.

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses in case they
later wish to re-join. However, we will delete any former member’s contact details entirely on
Historical ranking lists and prize lists are required for archiving purposes and names cannot
be removed from them.
Other data, such as that relating to accounting or personnel matters, is kept for the legally
required period.

What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to
delete it we will do so on the same basis as when requested to remove data by a former member.