1. About this Policy
1.1 This policy explains which personal information we collect about our members, how we use it 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 website for the Information Commissioner (www.ico.gov.uk).
2. Who are we?
2.1 We are the Oxford & District Table Tennis Association, also referred to as ODTTA or the Oxford (Table Tennis) League.
2.2 We can be contacted via Justin Roake, our General Secretary, at 10, Stanton Close, Witney, Oxon, OX28 5YX. 01993 866643(E) Justin.email@example.com
3. Collection of Information
3.1 The main information we collect is that which is submitted on our League Entry Forms 1 & 2, giving the requisite contact details for each club secretary and team captain, plus the TTE ID numbers for all players.
3.2 This information is then collected in our League Handbook which is published on our web-site; traditionally hard copies have been distributed to all players, but it is up for discussion at the AGM (2018) as to whether we will continue to produce them.
3.3 The only sensitive information we collect is the basic data about children (minors) under 13 as provided by their parents, who normally quote their own phone numbers and email addresses.
3.4 In some cases members provide us with their basic personal data so that we can complete on-line Individual Membership applications on their behalf.
3.5 We have access to all the data that players provide for the TTE 365 membership scheme: i.e. name, address, date of birth, gender, email address, phone numbers, nationality and table tennis affiliation. Any individual member can access and amend their own records via the TTE Membership portal here. It is not, for instance, compulsory, to give phone numbers or email addresses. All data held by TT365 come within the remit and responsibility of TTE/TT365 and you should consult their own Data Privacy Policies and pronouncements, which may be accessed here.
3.6 Any subsequent correspondence we have with players uses only the data supplied on TT 365 and the TT 365 facility for sending out emails to all members or selected members. Some messages are also sent out individually via data processors such as Google Mail or Outlook, which are also GDPR compliant.
3.7 Personal data are also collected at Cowley Table Tennis sessions, held under the auspices of ODTTA. Please see the separate Privacy notice about this on the Cowley Table Tennis web-site here.
4. What information we have access to and why it is needed by us and/or by TTE, tabulated according to the legal format proposed under GDPR.
Member's name, address,
Managing the Member’s
membership of the
Performing the League’s contract with the Member.
For the purposes of our legitimate interests in
operating the League.
Date of birth
categories which are
Performing the League’s contract with the member
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
and event entries and
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 League.
For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players.
Name, address, email addresses and phone
numbers of coaches and volunteer supervisors
Managing coaching and open sessions organised by the league
For the purposes of our legitimate interests in ensuring that we can contact those acting as coaches and volunteers and provide their details to members
5. How we protect your personal data
5.1 With regard to the data held on TT 365, consult the TTE/TT 365 data privacy documents referred to here. TT 365 is our data processor and email enabler. Under the strict definitions, we and TTE are (jointly) data controllers.
5.2 The only officers who have access to your data on the TT 365 Oxford League database are those appointed by the League’s Individual Membership Administrator for the pursuance of their duties, currently 10 in number. Any communications to members are sent by the secure email provider at TT 365. These facilities are password protected.
5.3 We only use your data in order to carry out our duties in organising a league. We do not process data for surveys or pass on data to any 3rd party.
5.4 Please note, however, that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
5.5 For any payments which we take from you online we will use a recognised online secure payment system.
6. How long do we keep your information?
6.1 We will hold your personal data on our system for as long as you are a member of the League and for as long afterwards as it is in the League’s 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. regarding legal or insurance claims. When you renew your TTE membership each year, it is to be expected that you will be able to opt in or out of being contacted via the TT365 system.
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:
0303 123 1113.
Information Commissioner's Office
Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer, Justin Roake at 10, Stanton Close, Witney, Oxon, OX28 5YX. Justin.firstname.lastname@example.org
Oxford Table Tennis League is a table tennis league affiliated to Table Tennis England.
This website is powered by Table Tennis 365.
John Birkin (Vice Chairman)
Justin Roake (TT365 Result Arbitrator)