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Bury St Edmunds
Table Tennis Club

Bury St Edmunds Table Tennis Club - Data Privacy Policy

1. About this Policy

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

1.2  We may collect, use and store your personal data, as described in this Data Privacy Policy, and as described when we collect data from you.

1.3  We reserve the right to amend this Data Privacy Policy from time to time without prior notice. We may be required to amend this Data Privacy Policy due to regulations. For any significant changes you will be notified but you are advised to check for the latest Privacy Policy.

1.4  We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner ( For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

2. Who are we?

2.1  We are Bury St. Edmunds Table Tennis Club.

We can be contacted at:

Post:  Hopbines, Long Thurlow, Badwell Ash, Bury St. Edmunds, Suffolk, IP31 3JE
Mobile:  07773 285577

3. What information we collect and why.

Information Gathered  National Requirement Local Requirement
Member's name, address, telephone numbers, e-mail, address(es).Managing the Member’s membership of the National Governing BodyPerforming the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club
The names and ages of the member’s dependents (if required)Managing the Member’s and their dependents membership of the ClubPerforming the Club’s contract with the Member
Emergency contact detailsContacting next-of-kin in event of an emergencyProtecting the Member’s vital interests and those of their dependents 
Date of birth /age related informationManaging membership categories which are age relatedPerforming the Club’s contract with the member
Gender   Provision of adequate facilities for members  For the purposes of our legitimate interests in making sure we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender  
Gender (cont.)Reporting Information to Table Tennis England   For the purposes of the legitimate interests of Table Tennis England to maintain diversity data required by funders  
The Member’s name, TTID

Managing competition and event entries and results

For the purposes of our legitimate interests in holding competitions and events for the benefit of members. For the purposes of our legitimate interests in promoting the Club 
 The Member’s name, TTID (cont.)Publishing results and rankingFor the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players 
Photos and videos of   membersPutting on the website and social media pages and using in press releasesConsent. We will seek the consent on their membership application form and each membership renewal form. The member may withdraw   their consent at any time by contacting us by e-mail or letter
Member’s name and e-mail addressCreating and managing the online key members directoryConsent. We will seek the consent on their membership application form and each membership renewal form. The member may withdraw their consent at any time by contacting us by e-mail or letter
Bank account details of the member or other person making payment to Table Tennis England (if required)Managing the Member’s   and their dependants’ membership of the Club for the provision of services and events.Performing the club’s contract with the Member
Member’s and former member’s name and e-mail addressFor the purposes of our legitimate interests in operating Table Tennis England and its capacity as the National Governing bodyTo conduct surveys of Members and former members for the benefit of the organisation and the sport  
Coach’s name address, email addresses, phone numbers and relevant qualifications and/or experience  For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of coaches to membersManaging the coaching at the Club 

4. How we protect your personal data

4.1  We will not transfer your personal data outside the EU without your consent.

4.2  We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

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

4.4  For any payments which we take from you online we will use a recognised online secure payment system.

4.5  We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?

5.1  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 or as set out in the table above or paragraph 5.2 below.

5.2  We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

6. How long do we keep your information?

6.1  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 it is in the Clubs’ legitimate interest to do so or for as long 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.

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

7. Your rights

7.1  You have rights under the GDPR: (a) to access your personal data (b) to be provided with information about how your personal data is processed (c) to have your personal data corrected (d) to have your personal data erased in certain circumstances (e) to object to or restrict how your personal data is processed (f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2  You have the right to take any complaints about how we process your personal data to the Information Commissioner:


Telephone: 0303 123 1113

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow. SK9 5AF.

For more details, please address any questions, comments and requests regarding our data processing practices to our Club Chair, John Waters at: hopbines@btinternet,com.

About Us
Welcome to Bury St. Edmunds Table Tennis Club website. The club welcomes players of all standards, juniors & seniors, provides coaching if required, and has several teams competing in the local league. If you are interested in playing table tennis please contact Tim or John on the numbers at the foot of this page.
Contact Info

John Waters (Club Primary Contact)

07773285577 (m)

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