Privacy

Maidstone and District Table Tennis Association

DATA PRIVACY POLICY

1. About this Policy

1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and 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 our website 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 (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 are we?

2.1 We are Maidstone and District Table Tennis Association (MDTTA). We can be contacted via the General secretary

3. What information we collect and why.

Member's name, address,

telephone numbers,

e-mail, address(es).

Managing the Member’s

membership of the

National Governing

Body

Performing the Club’s/League’s contract with the Member.

For the purposes of our

legitimate interests in

operating the Club/League.

The names and ages of

the member’s dependents

Managing the Member’s

and their dependents’

membership of the

Club/League

Performing the Club’s/League’s contract with the Member.

Emergency contact details

Contacting next of kin in

the event of an

emergency

Protecting the Member’s vital interests and those of their dependents

Date of birth / age related

information

Managing membership

categories which are

age related

Performing the

Club’s/League’s contract

with the member

Gender

Provision of adequate facilities for members

Reporting Information to

Table Tennis England

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

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

Publishing

results and ranking

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/League

For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players

Photos and videos of

members

Putting on the website

and social media pages

and using in press

releases

Consent. 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 address

Creating and managing

the online key members

directory

Consent. 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

Managing the Member’s

and their dependants’

membership of the

Club/League the provision of services and events.

Performing the

club’s/league’s contract

with the Member

Member’s and former

member’s name and e-

mail address

To conduct surveys of

Members and former

members for the benefit

of the organisation and

the sport the

organisation and the

sport

For the purposes of our

legitimate interests in

operating Table Tennis

England and its capacity as

the National Governing body

Coach’s name address,

email addresses, phone

numbers and relevant

qualifications and/or

experience

Managing the coaching

at the Club/League

For the purposes of our

legitimate interests in

ensuring that we can contact

those offering instruction and

provide details of coaches to

members

Member’s and former member’s name and email address

To conduct surveys of Members and former members for the benefit of the organisation and the sport the organisation and the sport

For the purposes of our legitimate

interests in operating Table Tennis

England and its capacity as the

national body

Coach’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.

Managing instruction at the Club/League.

For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.

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/League and for as long afterwards as it is in the Clubs’/Leagues’ 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

(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:

https://ico.org.uk/concerns/

0303 123 1113.

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager.

Table Tennis England Responsibility Statement:

Table Tennis England takes all reasonable care to ensure that the information contained in its Guidance is accurate, and that any opinions, interpretations and guidance expressed have been carefully considered in the context in which they are expressed. However, before taking any action based on the contents of this Guidance or any other Guidance provided by Table Tennis England, readers are advised to confirm the up to date position and to take appropriate professional advice specific to their individual circumstances.