The club takes the privacy of members seriously, and takes measures to ensure that details of members are kept secure.

 

Membership information is stored for the club on a shared cloud file, with access by the membership secretary, and president of the club.  Some information is also self administered by members on the LTA website (separate privacy policy). In addition, member details are added to our court booking system for the purpose of allowing members to book courts. The club president and specified committee members have access to these. Membership data, booking system data, and LTA data are occasionally backed up and saved for records in a password protected document, and used for administrative processes.

Information is limited to: Name, Address, Phone / email, membership type, payment status, news option/out choices, LTA membership number, Club membership number. Where the member is under 18, parent / guardian details are also kept on file. Age of members is not stored, nor links to any groups , or coaching sessions in which they take part.

Sharing of individual information may take place between the club and the following people on an ad hoc, and specific member basis.

  1. Members details (restricted to name / family name) are shared to coaches to ensure that people attending coaching are members of the club if required to be. In addition email addresses are shared with the head coach for the purpose of chasing overdue payments for membership.
  2. Adult members phone / email details are passed to team captains on a case by case basis should captains need to contact members. Permission for this is requested in the membership form.
  3. LTA data is passed to the committee member(s) responsible for the Wimbledon draw to establish a list of members who have / have not opted in to the draw.

 

Details stored on the lists above may be requested to view by the member, individual, or a parent / guardian in the case of a junior / under 18 by contacting the president.