Privacy Policy

Newton St Cyres Tennis Club Privacy Policy

(agreed by the Committee 1/8/18)

Who are we?

We are Newton St Cyres Tennis Club. For the purpose of the Data Protection Act 1998 (‘DPA’) and General Data Protection Regulation (‘GDPR’), the Data Protection Manager is Laura Leigh. You can contact us on for any queries relating to control of your data.

About this Policy

This policy explains when and why we collect personal information about our members, coaches and website visitors, how we use it, how we keep it secure and your rights in relation to it.

We reserve the right to amend the policy from time to time without prior notice. You are advised to check our website regularly for any amendments.

We will draw attention to this policy in our membership application/renewal form, with wording along the following lines: “Your personal data will be processed by us for the purposes of club and membership administration and to facilitate your participation in intra-club and inter-club matches/competitions. Our Privacy Policy is available on our website.“

Personal information that we collect and why

Apart from cookies and website analytics data (see below), we will only collect information provided by you on your membership application form and coaching forms as set out in the table below:

Type of Information Purposes Legal Basis of Processing
Members name, address(es), telephone number and email address(es) Managing the member’s membership of the Club. Performing the Club’s contract with the Member For the purposes of our legitimate interests in operating the Club
BACS or other electronic payments made to the Club by the member (but not the payer’s bank details) Performing the Club’s contract with the Member For the purposes 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 dependants
Date of birth/age-related information Managing membership categories which are age related Performing the Club’s contract with the Member


We recognise that children are entitled to particular protection under GDPR. For children under the age of 14, we will collect  personal data, and seek consents (where consent is required, including for photography), from their parents/guardian.

How we protect your personal data

We have implemented generally acceptable standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alternation or destruction. We will notify you promptly in the event of our becoming aware of any breach of your personal data which might expose you to serious risks.

Please note, however, that where you are transmitting information to us over the internet this can never be guaranteed as 100% secure.

Website cookies and analytics

Our website collects cookies. A cookie is a small text file which is sent to your computer or mobile device by the web server so that the website can remember some information about your browsing activity on the website.

The cookies we use will collect information relating to your use of our site, information about your device such as the device’s IP address and browser type, demographic data, which pages you visited on the website and, if you arrived at our site via a link from a third party site, the URL of the linking page.

The information is gained in a statistical manner and we use it primarily to measure and understand the effectiveness of our advertising efforts and to create better marketing campaigns for our business.

Data gathered will not identify you personally. It is strictly aggregate statistical data about our visitors and how they used our resources on the site. None of the cookies we use collect your personal information and they can’t be used to identify you.

You may elect to decline all cookies via your device. Your browser has an option to enable the declining of cookies.  If you do decline cookies we will not be able to collect any statistical information about your visits to our site. If you decline cookies you will be able to read the information on our website but the use of some of the features on our website may become restricted.

Who else has access to the information you provide us?

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.

Some of the members of the Club’s Management Committee may agree to make some of their personal contact data publicly available. 

How long do we keep your information?

We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards 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 defence of legal claims.

We securely destroy all financial information once we have used it and no longer need it.

Your rights

You can ask to review the personal information we hold about you and ask us to change or delete any of this information.

There is no charge for access to personal information.

Contact details

Please see the Contact page of our website 

Aug 2018