This policy applies on and from 25th May 2018
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and the website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
Who is in Control?
Keeping your data safe
How we Collect your Information
We may collect your personal data in a few limited ways, namely:
• Directly from you, when you fill in an application to join one of our courses, when you make enquiries and bookings on our website, when you provide information via the Business’s club management software or court booking system, or when you interact with us during your time as a customer in various other ways (for example, where you enter a competition, renew your membership, sign up for a course or lessons);
• From someone else who has booked onto a course or lessons on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
• When you subscribe to our online newsletter;
• Through our online enquiry contact forms;
• From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Venue).
The Types of Information we Collect
We may collect the following types of personal data about you:
• Contact and communications information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
• Financial information, including Direct Debit details;
• Medical information, including disabilities and special educational needs;
• Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Venue facilities).
We may also collect data about your health or medical conditions, where you have volunteered this, for example so that we can cater for you when you attend a social event or a course/camp.
How we Use Personal Data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
• Administration of your Lesson Booking, including:
o informing you about court / facilities opening hours;
o taking payment for your lessons;
o informing you of latest updates including weather disruptions, and new course. information;
o Formulating the class registers to provide to coaches.
• Fulfilment of orders for goods and services, including court bookings and lessons;
• Administration of the Wimbledon ballot;
where this is necessary for the performance of a contract (including any written terms and conditions relating to your membership) with you;
• Research and statistical analysis about who is playing tennis in our Venue;
• Communication about our Venue activities that we think may be of interest to you;
where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);
• Promoting our Venue and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;
where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.
Your Marketing Preferences
We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a customer of our services. Examples of these essential service communications are:
• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
• Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about venue closures and holiday opening hours.
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Post: Huckletree West, 191 Wood Lane, Shepherds Bush, London, W12 7FP
Sharing your Information with others
We do not sell or share your personal data for other organisations to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
• Our employees and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.
• Our contractors and suppliers, including coaches, any provider of membership management services and [e.g. the LTA].
How Long your Information is Kept
We keep your personal data only for as long as necessary for each purpose we use it. For most customer data, this means we retain it for so long as you have a valid Venue membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Under certain circumstances, by law you have the right to:
• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
How to Control your Cookies
There are various ways that you can control and manage your cookies which are discussed in a bit more detail below. Please remember that any settings you change will not just affect Tennis Icon UK cookies. These changes will apply to all websites that you visit (unless you choose to block cookies from particular sites). The settings you change will also only apply to the device on which you change them and will not apply across all your devices. If you want to opt out of cookies on all your devices, you will need to change the settings on all your devices individually.
Managing Cookies in your Browser
Most modern browsers will allow you to:
• See what cookies you have got and delete them on an individual basis.
• Block third party cookies.
• Block all cookies from being set.
• Delete all cookies when you close your browser.
You should be aware that any preferences will be lost if you delete all cookies. Ironically, this includes where you have opted out from cookies, as this requires an opt-out cookie to be set. This means if you opt out from cookies and then delete all cookies, your opt out will not be saved and you need to opt out again (which will store a strictly necessary cookie so that your device can remember that you have opted out).
If you block cookies completely, many websites will not work properly and some functionality on these websites will not work at all. We do not recommend turning cookies off when using our services for these reasons.
The links below take you to the ‘Help’ sections for each of the major browsers so that you can find out more information on how to manage your cookies.
http://support.microsoft.com/kb/ (opens in a new window)
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products/services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies/people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity (this is by no means a comprehensive list).
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text/banner/image links to other websites, similar to; Folded Book Art or Used Model Trains For Sale.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- Privacy and Electronic Communications Regulations 2003 – The Guide
- Web Design Wales
Contact and Complaints
• by email: [email@example.com];
• by telephone: ;
• or by post: [Huckletree West, 191 Wood Lane, Shepherds Bush, London, W12 7FP].
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.
v.1.0 25.05.2018 Edited & customised by: Tennis Icon UK, 12 Ferrymead Avenue, Greenford, Middlesex, UB6 9TH.