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1.   About this Policy

1.1   This policy explains when and why we collect personal information about our members and instructors (under the term membership as used anywhere in this document the same can also be applied to players at the club who may not have formally paid a yearly membership psubscription), 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 some or all of 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 URL for the latest Privacy Policy

1.4    We will always look to 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 (  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 the Elstree & Borehamwood Table Tennis Club.  If you need to contact us you can email or call Mel Davidson (Chair) Tel: 07947 602857 or Stuart Nickels (Secretary)  Tel:  07855 754239


3.  What information we collect and why.

(a)  What: Member's/Player's and or Significent Relation/s or next of kin's name, address, telephone number/s, email address/es

      Why: Managing the membership/player base of the club

      Purpose: Performing the Club's contract with the Member/Player for the purpose of our legitimate interests in operating the Club


(b)  What: The names, addresses, phone numbers, email addresses and ages of the member’s dependent/s

       Why: Managing the Member’s/Player's dependent's membership/association of/to the Club

       Purpose: Performing the Club’s contract with the Member and their Dependant


(c)   What: General contact details

       WhyContacting the member/player or next of kin in the case of an emergency

       Purpose: Protecting the Member’s vital interests and those of their dependent/s


(d)  What: Date of birth / age related information

      Why: Managing membershipplayer categories which are age related

      Purpose: Performing the Club’s contract with the member


(e)  What: Gender

      Why: Provision of adequate facilities for members/players

      Purpose: For the purposes of our legitimate interests in making sure we can provide sufficient and suitable programs and facilities/ (including changing rooms and toilets) for each gender


(f)   What: The Member's/Player's Table Tennis England's Membership Number (TTID)

      Why: To Validate their Table Tennis England Membership

      Purpose: For the legitimate interest in order to ensure that the Member/Player is qualified to play in local league for one The Club's team and also to act as a backup in case the Member/Player has mislaid his number


(g)  What: Photos and Videos of Members

      Why: Putting on the website and social media pages and using in press releases or any similar relates reason.

      Additional Info: Consent - For new new members/players we will seek the consent on their membership/registration application form. The member may withdraw their consent at any time by contacting us by e-mail or letter


(h)  What: Member’s name and e-mail address

       Why: Creating and managing the online key members directory

       Additional Info: Consent - For new new members/players we will seek the consent on their membership/registration application form. The member may withdraw their consent at any time by contacting us by e-mail or letter


(i)   What: Bank account details of the member/player or other persons

      Why: Managing the Member’s/Player's and their dependants’ membership of the Club/League and the provision of services and events

      Purpose: Performing the  club’s contract with the Member


(j)   What: Member’s/Player's and former member’s/player's name and e-mail address

      Why: To conduct surveys of Members and former members for the benefitof The Club and the sport

      Purpose: For legitimate interests in operating The Club on a day to day basis. This information will be deleted once it is clear that the member/player is no longer active in any capacity at The Club or at their request by either email or letter


(k)  What: Coach’s name address, email addresses, phone numbers, Date of Birth and relevant qualifications and/or experience

      Why: Managing the coaching at The Club

      Purpose: For our legitimate ongoing interests in validating/veryfying the coach's qualification/s and experience and ensuring that we can contact those offering instruction and provide details of coaches 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 5.3 below.

5.2   Team captains who need to have access to your details in order to effectively run teams. This only applies to players who are registered in a club team.

5.3   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 and for team players information to the league/s).  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 other than for legitimate 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. This may be for a number of reasons including 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

(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

Wycliffe House

Water Lane


Cheshire SK9 5AF


About Us

Elstree and Borehamwood Table Tennis Club is a table tennis club affiliated to Table Tennis England.

This website is powered by Table Tennis 365.

Contact Info

Mel Davidson (Club Primary Contact)

07947 602857 (m)

Stuart Nickels (General Secretary)

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