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Privacy policy

About this document

This privacy policy sets out the way we process your personal data as a club member.


We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We will notify you of any significant changes to this policy by email.

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 for membership, when you make enquiries on our website, when you provide information via the club’s management software or court booking system, or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, renew your membership or sign up for a course);
  • From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
  • 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 club).

The types of information we collect

We may collect the following types of personal data about you:

  • Contact and communications information, (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
  • Your gender and date of birth;
  • Certain other information which you volunteer when making use of your membership benefits (for example, your tennis profile during the application process).

We may also collect data about the health, medical conditions or special needs of a member, where you have volunteered this, for example so that we can cater for you or your child when attending a club 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 club membership, including:
    • Informing you about court availability and club opening hours;
    • Taking payment of membership fees;
  • Fulfilment of orders for goods and services, including bar, teas and visitor fee transactions;

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 club;
  • Communication about our club activities that we think may be of interest to you;
  • Storing your details on the software platform we use for our online club management system;

where this is necessary for our legitimate interests (for example in increasing use of the club’s facilities and participation in the game generally);

  • Promoting our club 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 email preferences

We send two categories of email to adult club members: Club emails and Coaching emails. We do not send mails to junior members except where we have explicit permission from parents.

Club emails

Club emails contain information that we need to send you to fulfil our contractual obligations to you as a member of the club, or general information about the club and its activities. As a club member you cannot unsubscribe from these mails. We will stop sending them when you cease to be a member. Examples include, but are not limited to:

  • Records of transactions, such as subscription payment receipts or Direct Debit confirmations.
  • Membership-related emails such as your membership renewal reminder.
  • Notice of formal meetings.
  • Information about club rules, policies and procedures.
  • Information regarding courts or tennis sessions that you have booked or that others have booked where you are a player.
  • Information about the availability of courts.
  • Information about social events.

Coaching emails

Coaching emails are sent by the club on behalf of Ollie Lloyd Tennis and contain information about the adult and junior coaching programme. We restrict the audience who receive these mails as follows:

  • Mails relating to adult coaching are only sent to adult playing members.
  • Mails relating to junior coaching are only sent to parents of junior or cadet members

You can choose to unsubscribe from all coaching emails through a link at the bottom of coaching mails. You can also update your choice and/or your contact details online through the Account menu on the members' website at or by emailing

You are in control of how we communicate with you. You can update your choices and/or your contact details online through our members' website at, through unsubscribe links on every email communication

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 volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.
  • Our coaching staff, for purposes of arranging coaching sessions.
  • Payment services providers, GoCardless and STRIPE. We will share transaction data with payment providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
    You can find information about their privacy policies and practices at and
  • Our email service providers MailGun and Google. We send club and coaching emails using MailGun. If you reply to such messages we may communicate with you through Google Gmail. We share information with our mail service providers only to the extent necessary for such communications.
    You can find information about MailGun's privacy policy at
    You can find information about Google's privacy policy at

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 membership data, this means we retain it for so long as you have a valid club membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We may use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to member's needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

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 (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.

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 legal rights, you may contact the Membership Secretary

  • By email:;
  • By telephone: 07985 748548
  • By post:
    The Membership Secretary
    Coombe Wood LTC
    Galsworthy Road
    Kingston upon Thames
    KT2 7BS

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:

Author: Ian Stewart
Published: 14/02/2022