Ormeau Table Tennis Club ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with our club, website, and services.
1. Information We Collect
We collect the following types of personal information:
- Contact Information: Name, email address, phone number, and postal address
- Membership Information: Date of birth (for junior memberships), emergency contact details
- Payment Information: Bank details for direct debit setup (processed securely via GoCardless)
- Health Information: Any relevant health conditions you disclose for safety purposes
- Usage Data: Information about how you use our website and services
2. How We Use Your Information
We use your personal information for the following purposes:
- Processing and managing your club membership
- Communicating with you about club activities, events, and updates
- Processing payments for membership fees
- Ensuring safety and welfare at club sessions
- Complying with legal obligations
- Marketing our services (only with your consent)
3. Legal Basis for Processing
Under the UK GDPR, we process your personal information based on:
- Contract: Processing necessary to fulfill our membership agreement with you
- Legitimate Interests: Running and improving our club services
- Legal Obligation: Compliance with financial and safeguarding regulations
- Consent: For marketing communications (which you can withdraw at any time)
4. Data Sharing
We may share your information with:
- GoCardless: For processing direct debit payments (they act as data processor)
- Table Tennis Ireland: For league registrations and competition entries
- Emergency Services: If required for immediate safety concerns
- Legal Authorities: When required by law or for legal proceedings
We never sell your personal information to third parties.
5. Data Retention
We retain your personal information:
- For the duration of your active membership
- For 6 years after membership ends (for financial record-keeping requirements)
- Until you request deletion (subject to legal obligations)
6. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of the personal data we hold about you
- Rectification: Request correction of inaccurate personal data
- Erasure: Request deletion of your personal data (subject to legal requirements)
- Restriction: Request limitation of processing
- Portability: Request your data in a machine-readable format
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent for marketing at any time
7. Security Measures
We implement appropriate technical and organisational measures to protect your data:
- Secure storage of personal data with encryption
- Access controls limiting who can view your information
- Secure payment processing via GoCardless (PCI-DSS compliant)
- Staff training on data protection
8. Children's Data
We welcome junior members aged 6 and above. For members under 18, we require parental/guardian consent and contact details. We take additional precautions to protect children's data in accordance with the UK GDPR and Children's Code.
9. Cookies
Our website uses essential cookies for functionality. We do not use tracking or advertising cookies. You can control cookie settings in your browser.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes via email or our website. The "Last updated" date at the top of this page indicates when changes were last made.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
- Email: ormeautt@live.co.uk
- Post: 113 The Mount, Belfast, BT5 4ND
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have mishandled your data.
