Effective Date: 17 August 2024

This Privacy Policy outlines how the coaches at Westcliff Hardcourt Tennis Club collect, use, and protect your personal data in the course of providing tennis coaching services.

1. How We Collect Your Information

We primarily collect your personal information directly from you when you book a lesson by phone, email, or text. In some cases, a friend or family member may provide your details when purchasing a coaching gift voucher on your behalf.

2. Types of Data We Collect

The personal information we typically collect includes:

Contact Information: Landline number, mobile number, and email address.
Date of Birth: For junior players, we collect date of birth information to ensure appropriate age-grouping.
Health Information: Any medical or health details you voluntarily provide, such as information about asthma, allergies, epilepsy, or other conditions. This information is collected to ensure your safety during coaching sessions, as our coaches are trained in first aid.
Address Details: If necessary, we can access your full address via the Club’s membership database, which is managed by the membership secretary and governed by the Club’s own privacy policy in compliance with GDPR.

3. How We Use Your Data

We use your personal information for the following purposes:

Communication: To arrange coaching lessons, communicate important updates, and issue reminders for unpaid fees.
Safety: To respond appropriately in case of a medical emergency during a coaching session.

4. Use of Third-Party Services

To efficiently reach our members, we utilize the following third-party services:

Mailchimp: A bulk email service used to inform you about tennis camps and club activities. [Mailchimp Privacy Policy]
Voodoo: A bulk text messaging service used for similar purposes. [Voodoo Privacy Policy]

Both services are GDPR compliant and have their own strict privacy policies.

We are committed to protecting your privacy. We do not share, sell, or transfer your personal data to third parties. However, with your consent, we may provide your mobile number or email address to another club member solely for the purpose of arranging a tennis match.

6. Data Retention

We retain your personal data for as long as you are a member of the Club or participating in our coaching programs. As self-employed professionals, coaches are legally required to keep bookkeeping records for six years. These records include your full name, the fees you paid, and your method of payment. All other contact information will be deleted three months after you are no longer a member of the Club or enrolled in a coaching program.

7. Your Rights and Complaints

If you have any questions, concerns, or complaints about how we handle your personal data, please contact:

Graham Broadley
Head Coach, Westcliff Hardcourt Tennis Club
Phone: 07948 726309
Email: coachgraham@zoho.com

Membership Type	Annual Fee	LTA Levy	Description
FULL PLAYING	£323.50	£8.50	Full access 365 days of the year. FREE floodlights. Eligibility for club league matches. Club singles league. Access to coaching. Rusty Rackets & Newbies (RR&N) Programme comes with membership.
FULL PLAYING (HUSBAND & WIFE)	£584.00	£17.00	Same access and playing rights as above.
FULL PLAYING (FAMILY)	£747.00	£22.00	Great value for families! Same access and playing rights as above.
ASSOCIATE	£208.50	£8.50	Incentive price for young adults between 22 and 28 yrs. Full playing rights and FREE floodlights, Eligible for matches. Singles league & RR&N.
CADET/STUDENT	£154.50	£8.50	Reduced membership for students aged 18 to 21. Age limit can be extended for students taking longer degree courses.
COUNTRY	£166.50	£8.50	For adults who live more than 25 miles from the club, Country members enjoy full playing rights and eligibility for matches.
MIDWEEK	£192.50	£8.50	Monday to Friday up to 6pm. FREE floodlights. Midweek members are not eligible for club matches or social. Access to coaching.
SOCIAL MEMBER	£11.00	—	Full use of clubhouse & bar only. Great for local residents and non-playing parents of junior members.

Membership Type	Annual Fee	LTA Levy	Description
MINI RED	£21.00	None	Children under 8. Exclusive use of the mini courts. Play 365 days a year. Access to mini tennis coaching.
MINI ORANGE	£34.50	£2.50	Children aged 8 & 9 years old. Play 365 days a year! Access to coaching
CHILD	£61.50	£2.50	Children aged 10 to 13. Play 365 days a year Access to coaching.
JUNIOR	£108.50	£2.50	Children aged 14 to 17. Play 365 days a year! Access to coaching.
PARENT OF CHILD	£27.00	None	Stunning value! Help kick-start your child’s tennis and play with them to your heart’s content.
PARENTS OF CHILD	£37.00	None	Even better value. Why don’t you both join to play with your child!