We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and that for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to the Gerrards Cross Squash Club Ltd.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.
Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
We do not collect any “special categories” of more sensitive personal information regarding you:
We typically collect personal information about our members when you apply to become a member of the club. This data may be collected via paper form or electronically at gxsquash.org.uk.
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
Purpose |
Personal information used |
Lawful basis |
---|---|---|
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by youp> |
All contact and membership details, transaction and payment information, records of your interactions with us. |
This is necessary to enable us to properly manage and administer your membership contract with us. |
To send you information regarding competitions and events and any news relating to the club or the sport of squashp> |
Contact and membership details. |
This is necessary to enable us to properly manage and administer your membership contract with us. |
To answer your queries or complaintsp> |
Contact details and records of your interactions with us |
We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership. |
Retention of records |
All the personal information we collect. |
We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records. |
The security of our IT systemsp> |
Your usage of our IT systems and online portals. |
We have a legitimate interest to ensure that our IT systems are secure. |
To conduct data analytics studies to better understand event attendance and trends within the sport p> |
Records of your attendance at any events or competitions hosted by us. |
We have a legitimate interest in doing so to ensure that our membership is targeted and relevant. |
For the purposes of promoting the club, our events and membership packages.p> |
Images in video and/or photographic form. |
Where you have given us your explicit consent to do so.p> |
To comply with health and safety requirementsp> |
Records of attendance, and other information obtained through electronic means such as swipecard and key fob recordsp> |
We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport. |
To gather evidence for possible grievance or disciplinary hearingsp> |
All the personal information we collect |
We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications. |
For the purposes of equal opportunities monitoring |
Name, title, date of birth gender, information about your race or ethnicity and health and medical information |
We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible. |
To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements> |
Information about your criminal convictions and offences |
For criminal records history we process it on the basis of legal obligations or based on your explicit consent. |
To enable activation of England Squash membership |
Email address |
The club is required to register all of our members with England Squash (ES) in order to be able to be affiliated as a club. The club pays ES membership fees on behalf of the members. The process is handled by passing email addresses to ES who then invite members to complete their registration |
To register membership of the GX Community Association |
Name and contact details |
The club is required to register all adult members of the club with the Gerrards Cross Community Association (GXCA) as part of our tenancy agreement at the Memorial Centre. The club pays membership fees of the GXCA |
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
Email and SMS marketing: from time to time, we may contact you by email or SMS
with information about events and activities we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing
preferences you set. You can then let us know at any time that you do not wish
to receive marketing messages by completing this form:
You can also unsubscribe from our marketing by clicking on the unsubscribe link
in the marketing messages we send to you.
We share personal information with the following parties:
The personal information we collect is not transferred to and stored in countries outside of the UK.
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You are able to update some of the personal information we hold about you through our court booking system. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.
You have the following rights in relation to your personal information:
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/. To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below. If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
In the event of any query or complaint in connection with the information we hold about you, please email Data Protection Compliance Manager.
Version dated 24 May 2018