Cleveland Tennis League Information and Data Protection Policy Statement 1. This policy sets out how the Cleveland Tennis League acquires, stores and manages information about league members and deals with three aspects of information management
Data requested from members 2. Only the minimum data necessary to facilitate management of the league will be requested from clubs. This comprises for example: club names and addresses, email contacts, telephone numbers, captain’s details. How data is stored and shared within the management committee. 3. Only those members of the management committee whose role/duties require sight of membership data, Chairman, Secretary, Treasurer and Assistant Secretary will be permitted access. 4. Membership data will be collated by the Secretary and Assistant Secretary and in doing so, he/she will be the only officers who will store a copy of the data on a PC. 5. Once an annual membership renewal exercise is completed, historical copies of membership records will be securely deleted after 6 years. Information shared with third parties 6. No information will be shared with any third parties (other than with Dunlop, our current league sponsors) for commercial and/or marketing purposes without prior consent of the clubs. A communication of our policy will be forwarded to all clubs individually by email prior to the 25th May giving them contact details of the Secretary and Chairman should they have any query about the league policy. A copy of our policy will be available on our website for member clubs. This policy has been agreed by the league committee. Details For the purposes of the General Data Protection Regulation ("GDPR") the data controller is Cleveland Tennis League
About this document
This privacy policy sets out the way
we process your personal data and we’ve created this privacy policy to make
sure you are aware of how we use your data as a member club of the league.
How we collect your information
We may collect your personal data in a few limited ways, namely:
The types of information we collect
We may collect the following types of personal data about your club:
How we use personal data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
Your marketing preferences
We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our league. Examples of these essential service communications are:
Sharing your information with others
We do not sell or share your personal data for other organisations to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
How long your information is kept
We keep your personal data only for
as long as necessary for each purpose we use it. For most membership data, this
means we retain it for so long as you have a valid league membership and for a
period of six years after your last interaction with us (for accounting, tax
reporting and record-keeping purposes).
Your rights
Under certain circumstances, by law you have the right to:
Please note that the above rights are
not absolute, and we may be entitled to refuse requests where exceptions apply.
Contact and complaints
If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact:
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