COVENTRY & DISTRICT TABLE TENNIS ASSOCIATION
DATA PROTECTION POLICY
1. About this policy
1.1 This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
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 web site for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2. Who we are?
2.1 We are Coventry & District Table Tennis Association. We can be contacted via the Association web site.
3. What information we collect and why
Member’s name, address, email, Managing the Member’s membership of the National telephone numbers and TTID number. Governing Body (TTE).
Performing the Association’s contract with the member for the purposes of our legitimate interests in operating the Association.
Date of birth and age-related information Managing membership categories which are age related.
Gender. For the purposes of our legitimate interests in providing suitable playing arrangements for each gender.
Reporting information to Table Tennis England.
Photographs and Videos of members We will seek consent of the member for use of Photographs and Videos on the Association web site or for press releases.
Member / Coach relevant qualifications Managing Association Coaching and Child Protection Policy.
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 operating 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 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 statements above or paragraph 5.2 below.
5.2 We may pass your personal data to third parties who are service providers, agents and sub-contractors 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 Association and for as long afterwards as it is in the Association’s legitimate interest to do so or for as long as it 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 the 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:
0303 123 1113
Information Commissioner’s Office
WilmslowCheshire SK9 5AF
This is the official website of the Coventry & District Table Tennis League.
Our aim is to foster and promote organised table tennis and to use our influence towards obtaining better facilities for the game.
Ryan Stockham (General Secretary ,TT365 Webmaster)
02476 457961 (h)