Privacy policy

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.

  1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

    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:

    • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers.
    • membership ID and PIN/password for accessing the court booking system and club website
    • date of birth (required only for age group defined membership categories: Juniors, Under-25s);
    • gender (entirely optional – used to enable us to qualify entry to ladders or tournaments);
    • membership start and end date;
    • records of participation and results in tournaments, leagues and ladders hosted by us;
    • images in video and/or photographic form at club events;
    • any disciplinary and grievance information;
  2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

    We do not collect any “special categories” of more sensitive personal information regarding you:

  3. WHERE WE COLLECT YOUR INFORMATION

    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.

  4. USES MADE OF THE INFORMATION

    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.

    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.

  5. DIRECT MARKETING

    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.

  6. DISCLOSURE OF YOUR PERSONAL INFORMATION

    We share personal information with the following parties:

    • Any party approved by you.
    • To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level (email address only).
    • The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
    • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
    • Gerrards Cross Community Association: to allow them to communicate with you regarding events and activities at the Memorial Centre

  7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

    The personal information we collect is not transferred to and stored in countries outside of the UK.

  8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

    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:

    • Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months;
    • Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

    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.

  9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

    You have the following rights in relation to your personal information:

    • the right to be informed about how your personal information is being used;
    • the right to access the personal information we hold about you;
    • the right to request the correction of inaccurate personal information we hold about you;
    • the right to request the erasure of your personal information in certain limited circumstances;
    • the right to restrict processing of your personal information where certain requirements are met;
    • the right to object to the processing of your personal information;
    • the right to request that we transfer elements of your data either to you or another service provider; and
    • the right to object to certain automated decision-making processes using 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.

  10. CHANGES TO THIS NOTICE

    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.

  11. CONTACTING US

    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