WARWICKSHIRE TABLE TENNIS ASSOCIATION
1 About this Policy
This policy explains when and why we collect personal information about our members and trainers, how we use it and how we keep it secure and your rights in relation to it.
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). 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 Warwickshire Table Tennis Association. We can be contacted at the address of whoever is the General Secretary in the current Warwickshire Handbook. Also details can be found on the association website - https://www.tabletennis365.com/warwickshire
3. What information we collect and why.
Member's name, address, telephone numbers, e-mail, address(es).
Managing the Member’s membership of the National Governing Body
Performing the Assiciation’s contract with the Member.
For the purposes of our legitimate interests in operating the Association.
The names and ages of the member’s dependents
Managing the Member’s and their dependents’ membership of the League
Performing the Associations contract with the Member.
Emergency contact details
Contacting next of kin in the event of anemergency
Protecting the Member’s vital interests and those of their dependents
Date of birth / age related information
Managing membership categories which are age related
Performing the Association’s contract with the member
Provision of adequate facilities for members
Reporting Information to Table Tennis England
For the purposes of our legitimate interests in making sure we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender where possible
For the purposes of the legitimate interests of Table Tennis England to maintain diversity data required by funders
The Member’s name & TTE Membership number
Managing competition and event entries and results.
Publishing 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 Association.
For the legitimate interest to providing relevant tournament and player information to Table Tennis England and providing communications to players
Photos and videos of members
Putting on the website and social media pages and using in press releases
Consent. We will seek the consent of our members.
The member may withdraw their consent at any time by contacting us by e-mail or letter
Member’s name and e-mail address
Creating and managing the online key members directory both for the league and each individual club.
Consent will be managed online.
The member may withdraw their consent at any time by amending their selections online
Member’s and former member’s name and e-mail address
To conduct surveys of Members and former members for the organisation and the sport the organisation and the sport
For the purposes of our legitimate interests in operating with Table Tennis England, and its capacity as the National Governing body
Coach’s name address, email addresses, phone numbers and relevant qualifications and/or experience
Managing the coaching at the Club/League
For the purposes of our legitimate interests in 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 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. 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 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,
Malcolm Macfarlane, 36 Crown Way, Lillington, Leamington Spa,
CV32 7SE firstname.lastname@example.org
Warwickshire Table Tennis Association is a table tennis county affiliated to Table Tennis England.
This website is powered by Table Tennis 365.
Caroline Williams (General Secretary)
Malcolm Macfarlane (TT365 Webmaster)
07974 649067 (m)