RDTTA 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 https://www.tabletennis365.com/reading/Privacy for the latest Privacy Policy.

1.4 We will always comply with the Data Protection Act 2018 (DPA) when dealing with your personal data. Further details on the DPA can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the DPA, we will be the “controller” of all personal data we hold about you.

2. Who are we?

2.1 We are Reading & District Table Tennis Association. We can be contacted via the RDTTA General Secretary - see the website Home page for details.

3. What information we collect and why

Type of information	Purpose	Legal basis of processing
Member's name, address, telephone numbers, e-mail, address(es).	Managing the Member’s membership of the National Governing Body and of this Association.	For the purposes of our legitimate interests in holding competitions and events for the benefit of members.
The Member’s name, TTID	Managing competition and event entries and results. Publishing results and rankings.	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 Association. For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players.
Emergency contact details (juniors only)	Contacting next of kin in the event of an emergency.	Protecting the Member’s vital interests and those of their dependants.
Date of birth / age related information	Managing membership categories and competitions which are age related	For the purposes of our legitimate interests in holding competitions and events for the benefit of members.
Gender information	Managing competitions which are gender specific. Reporting Information to Table Tennis England.	For the purposes of the legitimate interests of Table Tennis England to maintain diversity data required by funders.
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 membershipapplication forms or on competition entry forms or at events. The member may withdraw their consent at any time by contacting us by e-mail or letter.

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 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 Association and for as long afterwards as it is in the Association’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. 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 DPA:

(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

Please address any questions, comments and requests regarding our data processing practices to the RDTTA Data Protection Officer.