TELFORD PICKLEBALL PRIVACY POLICY
We are committed to respecting your privacy. This policy explains how we may use personal information we collect before, during and after your registration/attendance at activities/membership with us.
This policy explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
This policy applies to you if you have registered as a user of the customer portal at telfordpickleball.com, booked an activity on the portal, and/or have joined Telford Pickleball as a member.
OUR CONTACT DETAILS
Telford Pickleball Limited
Telephone - 01952 897213 (office)
Club Manager (Mike Lynch) - 07450 982098
Email - contactus@telfordpickleball.com
PERSONAL INFORMATION WE MAY COLLECT FROM YOU
When you sign up for registration/membership with us, you may 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;
- date of birth/adult indicator;
- gender;
- membership details including start and end date;
- records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
- details of the financial transactions with you;
- use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
- records of your attendance at any events or tournaments hosted by us;
- images in video and/or photographic form and voice recordings; and
- your marketing and portal preferences so that we know whether and how we should contact you.
SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- Information about your health, including any medical condition, health and sickness records, medical records and health professional information.
In relation to the special category personal data that we do process we do so on the basis that
- the processing is necessary for reasons of substantial public interest, on a lawful basis;
- it is necessary for the establishment, exercise or defence of legal claims;
- it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
- based on your explicit consent.
WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our customers/members when you create an account on our site at telfordpickleball.com, become a member of Telford Pickleball, book an activity, purchase any services or products we offer, or when you correspond with us by phone, e-mail or in any other way.
USES MADE OF YOUR INFORMATION
Information provided by customers/members will be used only for the general purposes and operation of Telford Pickleball.
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a customer/member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a customer/member.
For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
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 using the MANAGE MY ACCOUNT option on the customer portal.
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.
DIRECT MARKETING
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services 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 using the MANAGE MY ACCOUNT option on the customer portal or by contacting us as detailed in the OUR CONTACT DETAILS section above.
You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Any party approved by you;
- 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.
We do not disclose personal information to anyone else except as set out above.
HOW WE STORE YOUR PERSONAL INFORMATION
We store your information on a secure cloud database on a UK based cloud server.
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 10 years after your last contact with us.
An exception to this rule is information that may be relevant to personal injury claims, or discrimination claims that 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 expire until a significant time after you have interacted with us.
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 can update your personal details yourself by using the MANAGE MY ACCOUNT option on the customer portal. Alternatively, you can request that we amend personal information held about you by contacting us as detailed in the OUR CONTACT DETAILS section above
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.
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 OUR CONTACT DETAILS section above.
HOW TO COMPLAIN
If you have any concerns about our use of your personal information, you can make a complaint to us by contacting us as detailed in the OUR CONTACT DETAILS section above.
You can also complain to the ICO (information Commissioners Office) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
ICO helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
CHANGES TO THIS POLICY
We may update this privacy policy from time to time. When we change this policy in a material way, we will update the version date at the bottom of this page.
For significant changes to this policy, we will strive 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.
Version 1.2
April 2023
