This privacy notice sets out how Poult Wood Squash & Racketball Club (“PWSRC”) collects, uses, holds and discloses personal information collected from you, whether you are a user of our website www.poultwood.com or a member of PWSRC. It applies to all personal information however provided to us including by post, email or telephone.
We are an unincorporated association of club members based at Poult Wood Golf Centre, Higham Lane, Tonbridge TN11 9QR.
Your personal information
You will provide us with personal information when you send us your membership application form and when joining club run events and activities such as competitions, tournaments and coaching.
The information we request from members are names and contact email addresses and telephone numbers. We may additionally ask for postal addresses when appropriate and date of birth in respect of a Junior membership.
You can always decline to supply any personal information but this may make it difficult or impossible for you to fully benefit from aspects of your membership of PWSRC.
We do not ask you to provide us with any personal information when visting our website. Visits to the website are anonymous. There are links to the external websites of Squash Levels, Racketball Levels and PayPal. Any personal information you provide to those websites, or any other website that may be linked to our website, is subject to their respective privacy notices and terms and conditions of use.
When you make a payment to the club using PayPal, PayPal sends our treasurer a notification of payment that may contain personal information additional to that provided by you directly to the club, e.g. your postal address. Any such additional personal information is treated as confidential, is not copied to any PWSRC database nor made available to anyone else
We will not keep your personal information longer than required or allowed by law or is relevant for the purposes for which it was collected.
Sensitive personal information
Juniors will only be able to take part in club activities after completion of a parental consent form. This form may include details of your child’s health provided to us ensure the well-being of your child when at the club. Any such sensitive personal information will only be processed as agreed in the parental consent form.
How we use personal information
We will restrict the use of the personal information you provide to the minimum necessary for you to enjoy the benefits of membership of the club (unless you consent otherwise), namely:
- providing your name, email address and telephone number to other players who are in any club box league or club competition you join and where you need to contact other members to arrange matches;
- entering your name and email address into Squash Levels or Racketball Levels on your behalf and for any competition you have entered as may be necessary;
- including your name, only, on a list of club members provided to TMActive so they can confirm your membership of PWSRC should you apply for the club reduction in the court booking fee;
- sending you emails relating to your club membership including membership renewal, club AGMs and news on club activities and events;
- reproducing your box league and club competitions results on a club notice board; and
- sending you information about changes in Poult Wood facilities which may affect your use of them.
We may use a third-party provider, MailChimp, to send members occasional, targeted emails with information needed for them to enjoy the full benefits of their club membership, only.
We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our communication with you. For more information, please see MailChimp’s privacy notice.
Sharing your personal information
PWSRC does not share members’ personal information with any other third party other than as set out in the previous paragraph. In particular, we will not sell, trade or rent any member’s personal information to others.
Photography and filming
The club will only take photographs or video recordings of a junior at a club activity, and they will only be for publication on the club’s website, social media platforms, newsletter or on a club notice board, with the consent of the junior’s legal guardian and/or of the junior (as may be required according to the age of the junior) given by way of a completed parental consent form.
How we protect your personal information
We have appropriate data collection, storage and processing practices, and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information.
We may collect non-personal information about you whenever you visit our website which may include the type of browser type and computer and technical information about your connection to our website.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for automated statistical analysis purposes and then the data is removed from the system.
A cookie does not give us access to your computer or any personal information about you.
Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of the website.
Links to other websites
Our website contains links to other websites of interest. If you use a link to leave our website you should note that we do not have any control over that other website. In particular, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to any other website you visit.
Access to personal information
You have the right to know the personal information we hold about you. Your right of know can be exercised by contacting our data protection officer (see below). We will, generally, not charge for any access request but we reserve the right to do so. Any charge would be to meet our costs in providing you with details of the information we hold about and which will not exceed £10.
Revision of this privacy notice
We may update this privacy notice from time to time. The date of the last revision is stated at the bottom of the notice. We encourage club members and visitors to our website to check this page periodically for any changes.
PWSRC’s data protection officer is our Chairman, Andrew Moss.
If you have any questions about this privacy notice please email Andrew at firstname.lastname@example.org.
This document was last updated November 2020.