This purpose of this communication is to inform you of how your Club “Stackallen Lawn Tennis and Pitch and Putt Club” (also, and often, referred to as a Data Controller) processes your personal data as a member of this Club and to show you the ways in which it may be used. It is important to note that you will be asked for your approval of, and, agreement with the contents of this communication and, therefore, it is vital that you read and understand what follows.
2. Introduction:
We have been examining all Club policies and procedures in relation to privacy and are about to update them to ensure we are in line with the new legislation – which is ultimately for the benefit of the Club as a whole and its members
We have, therefore, had to examine all data we hold on you our members, which is typically held as part of our administration function, the Tennis Committee and the Pitch and Putt Committee. The smooth operation of the Tennis and Pitch and Putt Sections centres on communications that keep you up to date and well informed.
3. Types of Protection Policies:
The principal categories of Protection which ensure Personal Privacy Rights for you as members are Child Protection (CP) and Data Protection. General Data Protection Regulation (GDPR) now replaces “the Data Protection Act” which came into effect in 1988. GDPR is much more comprehensive and is a Europe-wide incentive.
This communication will only deal with GDPR. Child and Data Protection Policies are already in place and in the case of Child Protection, the Club has already appointed Child Protection Officers and is fully compliant in relation to same. (Full details on the Club’s Website).
4. Overview of Data held and how it may be used:
The main types of data held are primarily concerned with the effective running of the Club, i.e. we must be able to reach you and tell you what activities are being planned and what’s generally happening!
Therefore, data held will be used only in the legitimate interest of the smooth running of the Club and may include, for example, providing your name, date of birth, and playing standard to other entities. This will only take place where you have agreed to play in other competitions outside the club. For example, within the Tennis Section, to Tennis Ireland, Dublin League, or to other Clubs, and within the Pitch and Putt Section, to the Pitch and Putt Union of Ireland and the Meath County Board.
Any data may be used for research and statistical information only in relation to who is playing at the Club. It should be noted that any data collected on individual members will never be used outside of the legitimate interests of the Club and of its members.
The following columns indicate the types of Data held, and, also the typical Communication methods which the Club uses:
| Types of personal Information held (Data Audit) |
Types of Communication used. |
| Name: | Mail/circular/newsletter/Mobile/Web Text/Whatsapp/Email. |
| Address: | As above |
| Date of Birth: | As above |
| Player standard, i.e. beginner, advanced, etc. | As above |
| Other possible categories: | Where held: |
| Info required for Garda vetting | Hard copy/lock and key/PC/ USB stick |
| Summer Camp Applications | As above |
| Coaching Applications | As above |
| Accident Report Forms | As above |
| Disciplinary Reports | As above |
| Financial Information: i.e. Standing order information – if provided | As above |
| Any information contained your Club Membership form. | As above |
5. Whatsapp Use and Groupings:
As you will be aware, if you are a user of Whatsapp and your name is listed in any grouping within the Tennis and Pitch and Putt Sections, it can be viewed and accessed by any user of Whatsapp.
6. Data Retention:
We will 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 club membership and for a period of six years after your last interaction with us (for accounting and record keeping purposes).
7. Your rights:
You should know that you may request access to your personal data (known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it and are compliant with all aspects of GDPR.
8. Your approval:
In order to comply with GDPR we need each member’s approval to use/process their data only in the legitimate interest, and within the context, of running a Tennis and/or Pitch and Putt Club. (See Section 5 below)
These new General Data Protection Regulations require members to “Opt in, or “Opt out” and in doing so allow Stackallen Lawn Tennis and Pitch Putt collect and retain data as described above, or, to let us know that you do not wish this to be so. To reiterate, data is only collected for the purposes of running and promoting the Club.
In future, when joining or renewing membership – our application/renewal form will require you to tick a box and so indicate your compliance with the above. In the meantime, a hard copy will be available on the Club Notice board and it is required that you sign-off on the appropriate sheet opposite your name.
9. What do you need to do next?
We need you when next at the Club House to check and tick the box opposite your name on the notice board signifying your agreement with the above!
We appreciate your co-operation and compliance with this important piece of legislation.