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Privacy & Cookie Policy

This Privacy and Cookies Policy applies to personal information we collect through our website and membership services and club events.  It explains what personal information we collect, why we collect it, how we use it and the procedures we have in place to protect it.  It also explains the control you have over your personal information.

By sharing your personal information with us, and by continuing to use our website, services and events, you confirm that you have read and understood the terms of this policy. 

We also ask your permission to use images taken at coaching, matches, tournaments, club nights and social events for promotional purposes on our website or that of our sponsors only.   If you do not want your image (or that of your child/ward) to be used, please notify our Data Controller.  We are happy to delete any photos you are unhappy with, for whatever reason.

Any personal information/data that you provide is retained on a password protected computer and will not be sold or passed on to any third party without your express permission.

If you have any questions, comments or concerns about any aspect of this policy or how we handle your information please contact us.

For the purposes of the General Data Protection Regulation (GDPR) and UK data protection laws, the controller is Kings Sutton Tennis Club (the Club).

For any personal data you provide for the purposes of your membership, the Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.


What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, and phone number.

 Why we need your personal data and how we use it

The reason we need your data is to be able to administer your membership and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

  • administration of Club membership forms and payment of subs;
  • sharing data with Committee members for membership renewal, social events, club tournaments and promotions;
  • sharing information with Club Captains for arranging match fixtures andreporting league results; (for Playwaze please refer to their site privacy policy)
  • sharing data with Club coaches or officials to administer training/coachingsessions;
  • administration of the Wimbledon ballot; and
  • analysing anonymised data to monitor club trends


Who we share your personal data with

The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Data is updated every year on our annual membership forms. Any personal data we hold on you will be securely destroyed after two years of inactivity on that member’s account. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing and to the portability of your personal data.

You are not obliged to share your personal data with us. If you choose not to share your personal data with us we may not be able to register or administer your membership.

If you have any questions, comments or concerns about any aspect of this policy or how Kings Sutton Tennis Club handles your information please contact the Data Controller (Stephanie Browne – Membership Secretary).

To find out more about your rights or to make a complaint about the processing of your personal data go to the UK’s data protection supervisory authority, the Information Commissioner’s Office

Cookies and other tracking tools

Cookies are small pieces of data stored on a site visitor's browser, usually used to keep track of their movements and actions on a site. Our website is hosted on the Joomla platform and there are two types of cookies used:-

Session (Transient) cookies: these cookies are erased when you close your browser, and do not collect information from your computer. They typically store information in the form of a session identification that does not personally identify the user.

Persistent (Permanent/Stored) cookies: these cookies are stored on your hard drive until they expire (i.e based on a set expiration date) or until you delete them. These cookies are used to collect identifying information about the user, such as Web surfing behaviour or user preferences for a specific site.

Find out more about cookies and how to control them at the Information Commissioner’s Office.