Herts County GDPR Policy

Please note we will always comply with the General Data Protection Regulations (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  GDPR, we will be the “controller” of all personal data we hold about you.

We are Hertfordshire County Table Tennis Association. We can be contacted via our website https://www.tabletennis365.com/Hertfordshire/Organization where names of contacts are located.

What information we collect and why.

Personal details



Member's name, address, telephone numbers, e-mail, address(es) age, gender and TTE identification number.

Managing the organisation of Hertfordshire County Teams.

To ensure that players can be correctly allocated to teams in respect of age and gender and to maintain contact details.

Emergency contact details

Contacting next of kin in the event of an emergency

Protecting the Member’s vital interests

and those of their dependents 

Photos and videos of members

Putting on the HCTTA 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

Bank account details of the member

Making payments to members. This information may be requested but may not be granted by the player

To allow easy payment of expenses.

How we protect your personal data

We will not transfer your personal data outside the EU without your consent.

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.  

Please note however that where you are transmitting information to us over the public internet this can never be guaranteed to be 100% secure.   

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk

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.

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.

How long do we keep your information?

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.

You have the following rights under the GDPR:

(a)      to access your personal data held by us.

(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.

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.

For more details, please address any questions, comments and requests regarding our data processing practices to our contacts – see 2.1 above

Hertfordshire County Table Tennis Association Responsibility Statement:

Hertfordshire County Table Tennis Association 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.


Author: via Hertfordshire County Table Tennis Association
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