Rutherglen Lawn Tennis Club - Privacy Policy
This privacy notice explains how Rutherglen Lawn Tennis & coaching club collects, uses and shares your personal data.
How we use your personal data depends on whether you interact with us as a Member, a player, a coach or official, a volunteer, a visitor, aMembers guest or other customer, as a user of our websites(https://www.rutherglenltc.com and RLTC Coaching / Tennis Coaching in Rutherglen (lta.org.uk)) or in some other way. This privacy notice gives a general overview of how the Club processes personal databut you may receive more detailed information about data protection (including separate privacy notices) depending on the different ways you interact with us.
Our contact details
Name: Rutherglen LTC & Rutherglen LTC Coaching
Address: 19-23, Viewpark Drive, Rutherglen, G73 3QE
E-mail: Admin@RutherglenLTC.com
The type of personal information we collect;
We currently collect and process the following information: The Club collects and processes a range of information about you. This includes, forvirtually all individuals, your name and contact information, email address and telephone number, and including a parent's or guardian's contact details (for example, for Members who are children, where Club communications are sent to their parent)), records of communications and interactions we have had with you by various means, basic biographical information including your date of birth and gender (where relevant) and financial information including bank account details (used for accepting payments from you or making them to you, as applicable).
In addition, we will collect the following categories of personal data depending on how you interact with us:
For Members:
• Membership details – name, address, DOB, relevant medical conditions
• Financial transaction data relating to payments made to the club for products & services
• Marketing information preferences
For Players:
• Rankings & ratings
• Performance, match play and training related data
For Coaches:
• Accreditations, qualifications & training
• Availability, selection & travel information
• Evaluations & assessments of players and matches
• PVG information (criminal records checks)
• Disciplinary and safeguarding information where relevant.
For volunteers:
• Records of activity such as volunteer role, length of service
• PVG information where relevant.
• Disciplinary and safeguarding information where relevant.
For website/Social media users
• Information provided through our website and social media channels, including messages and forms.
How we get the personal information and why we have it -
Most of the personal information we process is provided to us directly by you for one of the following reasons:
• When you apply for Membership, purchase our products or services including tickets, attend Club events, enter a competition, join a coaching or performance programme as a player, provide coaching or officiating services, and make enquiries on our website, and when youinteract with us during your participation in the Club in various otherways.
We also receive personal information indirectly, from the following sources in the following scenarios:
• From someone else acting on your behalf, for example when a parent orguardian has purchased Membership for you as their child, when a ticket buyer names you as their guest at a Club event, when a coach or official provides performance or results data to the Club on behalf of a player, or when Club staff who are working with you in your capacity as a player, coach or official record information about you, for example when coordinating competitions.
• By creating it ourselves, for example when we produce match reports from watching players compete at events.
• When you interact with our social media channels
We use the information that you have given us in order to -
• To comply with the terms & conditions of processing contracts for
o Membership
o Purchase of products or services e.g. coaching
• To comply with legal obligations
o PVG checks for coaches & where relevant volunteers for safeguarding.
o Report certain tax information about our financial arrangements.
o In the event the club are asked to assist investigations with police.
• In pursuing our mission to get more people playing tennis & administering the club in a way that promotes and safeguards the integrity of the sport
o Organise competitions and major events.
o Market the cub’s products and services
o Ensure the security of club premises and events.
o Keep appropriate records of coaches, officials and volunteers.
o Administer our performance (e.g. monitor player progress or make player selection decisions)
o structure the Club, storing most personal data centrally and making use of certain software and/or cloud storage providers for the purposes of efficient, fast and secure access to personal data.
We may share this information with -
• Someone acting on your behalf, for example a parent or guardian who has purchased Membership for you as their child.
• Our employees and volunteers (as applicable), for the purposes of providing particular products or services to you.
• Competition organisers and officials involved in competitions you are taking part in
• Where you are a volunteer - with our employees and other volunteers, for the purposes of volunteer management and administration and any volunteering application or project; and to arrange your accreditation for an event.
• The Lawn Tennis Association as our sporting governing body.
• Our contractors and suppliers, where they process personal data on our behalf (for example, IT consultants and hosted software providers and professional providers), as well as third parties we use to help us provide Club participation programmes.
• The Protecting Vulnerable Groups scheme, and safeguarding committees and 'umbrella bodies' (for the purpose of carrying out criminal records checks on coaches and officials and others where relevant), HM Revenue & Customs (for tax reporting purposes), the police and/or other competent authorities, as applicable.
• Former employers and other providers of necessary background checks
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Consent
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a legitimate interest.
How we store your personal information
Your information is securely stored. We may retain your personal data for as long as is necessary to fulfil the purposes set out in this privacy notice and/or the Club's reasonable requirements. On expiry of the relevantretention period, your personal data will be deleted, suppressed, or anonymised, as applicable, save as may be required by our sporting governing bodies.
Your data protection rights
Under data protection law, you have rights including:
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email - Admin@RutherglenLTC.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email – Admin@RutherglenLTC.com and/or President@RutherglenLTC.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk