September 2018

Aberdeen & District Table Tennis Association (ADTTA)
Privacy Statement

1. ADTTA will be a “controller” of the personal information that you provide to us, in the form provided for your registration with the organisation.  ADTTA will utilise the services of the TT365 website provided through their relationship with Table Tennis Scotland (TTS) to store your personal information. Access to the personal information will only be available to ADTTA officials for the purposes of carrying out the duties required to run the ADTTA organisation.

2. When you register as a ‘member’ of ADTTA (including if you are registering on behalf of a child under the age of 18), we will ask you for the following personal information:

   • Contact details – name, address, email address, telephone number, nationality and date of birth;

   • Any other information you feel is relevant (e.g. contact preferences).

3. Why we need your personal information – contractual purposes. We need to collect our members’ personal information so that we can manage your membership of ADTTA & TTS.  It is a requirement that you are a member of TTS in order to be a member of ADTTA. We will use our members’ personal information to:

   • Send you membership communications, by post or email, in relation to essential membership services.

    If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.

4. Why we need your personal information – legitimate purposes. We also process our members’ personal information in pursuit of our legitimate interests to:

   • Promote and encourage participation in Table Tennis by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed, and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

   • Provide competition in Table Tennis by accepting and managing entries for our competitions, and checking your personal information to ensure you are entered into the correct category;

   • Respond to, and communicate with, members regarding your questions, comments, support needs, complaints, concerns or allegations, in relation to Table Tennis. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.

   • Club / Team officials: Club representatives, including team secretaries are required to provide their personal information (contact details) in order to carry out the duties required to meet the organisation’s requirements for arranging matches against other clubs / teams.  This information may be shared on the ADTTA website, or through e-mail communications between officials of ADTTA and club or team officials.

   Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on privacy@aberdeentabletennis.com: If we agree, and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

5. Why we need your personal information – legal obligations. We are under a legal obligation to process certain personal information relating to our members, for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007. We may also share personal information with our professional and legal advisors for the purposes of taking advice.

6. We may be required to share personal information with statutory or regulatory authorities and organisations, to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.

   In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

7. How we protect your personal information. Your personal information is stored on the TT365 electronic filing system, and their servers based in the UK, as required by TTS, and is accessed by TTS staff and volunteers, plus ADTTA Officers, for the purposes set out above.

8. How long we keep your personal information. We will only keep your personal information for as long as necessary to provide you with membership services. We will only keep your personal information for as long as necessary to provide you with the relevant services as a member. We will review and possibly delete your personal information where you have not renewed your membership or participated in one of our events for 5 years.

   We will keep certain personal information of members for longer in order to confirm your identity.

9. Your rights. You can exercise any of the following rights by writing to us at privacy@aberdeentabletennis.com.

    

   Your rights in relation to your personal information are:

   • You have a right to request access to the personal information that we hold about you by making a “subject access request”;

   • If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;

   • You have a right to request that we restrict the processing of your personal information for specific purposes;

   • If you wish us to delete your personal information, you may request that we do so.

    

   For further information on the TTS Privacy Policy, please go the following web location; http://tabletennisscotland.co.uk/policies-and-procedures/

    

   Any requests received by ADTTA will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk