Privacy Policy

About this Privacy Policy

The General Data Protection Regulation (GDPR) is a new, Europe-wide law that replaces the Data Protection Act 1998 in the UK. It is part of the wider package of reform to the data protection landscape that includes the Data Protection Bill. The GDPR sets out requirements for how organisations will need to handle personal data from 25 May 2018.

The Arkley Association CIO is a Charitable Incorporated Organisation (CIO) (Charity Number 1196421). Our address is Arkley Village Hall, Brickfield Lane, Arkley, Herts, EN5 3LD.

This privacy policy explains how The Arkley Association CIO collect, use and share personal data, and your rights in relation to the personal data that we hold. This privacy policy concerns the processing of personal data of all trustees of The Arkley Association CIO, members of The Arkley Association CIO, members of The Arkley Association Tennis Club and hirers of the Arkley Village Hall.

How we collect your information

We collect your personal data from the information you provide to us when you become a Trustee of The Arkley Association CIO, a member of The Arkley Association CIO, a member of The Arkley Association Tennis Club or when you hire the Arkley Village Hall either on a regular or one-off basis.

The types of information we collect

We may collect the following types of personal data about you (and your family members and 'next of kin', where relevant):

1. Contact and communications information, including:

• your contact details (including email address(es), telephone numbers and postal address(es);
• contact details (through various means, as above) for your family members and 'next of kin';
• records of communications and interactions we have had with you.

2. Biographical, educational and social information, including:

• your name, title, gender, nationality and date of birth;

3. Other information, including:

• your British Tennis membership number (for all members of The Arkley Association Tennis Club), if applicable;

How we use your information

The purposes for which we may use personal data we collect include:

• to arrange your hire of the Arkley Village Hall, to contact you with any queries regarding this, and to arrange for your deposit to be returned after the hire period, as required;
• to send notifications for an Annual General Meeting or Special General Meeting;
• to invite you to become a member / renew your membership of The Arkley Association CIO and/or The Arkley Association Tennis Club;
• to notify members of the The Arkley Association CIO and The Arkley Association Tennis Club of any social events that The Arkley Association CIO is involved in helping to organise;
• to communicate with members of The Arkley Association Tennis Club in relation to the allocation of Wimbledon tickets;
• to share your personal data with the Lawn Tennis Association (LTA) and/or the Middlesex LTA for reasonable purposes in connection with the operation of the Arkley Association Tennis Club, such as the distribution of Wimbledon tickets, for example;

Sharing your information with others

Apart from sharing personal data of members of the Arkley Association Tennis Club with the Lawn Tennis Association (LTA) and/or the Middlesex LTA for reasonable purposes in connection with the operation of the Arkley Association Tennis Club, and sharing personal data of our trustees with the The Charity Commission, we will never pass personal data on to anyone other third party unless we are legally required to do so (by a court, government body, law enforcement agency or other authority of competent jurisdiction).

How long your information is kept

We keep your personal data for as long as necessary for each purpose we use it. In some cases, it can be helpful to retain your details indefinitely so that if you hire the hall again or renew your membership of The Arkley Association CIO and/or The Arkley Association Tennis Club, these processes are quicker and easier for all parties involved. It can also be helpful for us to retain records for accounting purposes. If you would prefer us to remove your contact details from our records after a certain time period, please let us know that this is your preference.

Your rights

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 and there is something about your particular situation which makes you want to object to processing on this ground.
• 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 information (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. If you have given your consent and you wish to withdraw it, please contact Steve Gray using the contact details set out below.

Website

The Arkley Association CIO website can be accessed at www.arkleyassociation.org.uk. This website does not use cookies and does not automatically capture or store personal information. This website does use Google Analytics to monitor website traffic and session information, but no personal data is collected from this.

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your rights, you may contact Steve Gray:

• by email: arkleyassociation@hotmail.co.uk
• by telephone: 07795 117980
• or by post: The Arkley Association CIO, Arkley Village Hall, Brickfield Lane, Arkley, Herts, EN5 3LD

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 legislation from the Information Commissioner’s Office website available at www.ico.org.uk.