Linlithgow Longcroft Table Tennis Group
Privacy Notice
introduction
This document describes the privacy policy of the Linlithgow Longcroft Table Tennis Group (LLTTG) which is a “not for profit” organisation and is affiliated to Table Tennis Scotland and a member of the West Lothian Sports Council.
What is this document about?
In order to run the LLTTG, we need to collect and retain certain data about our members, the parents/carers of any young members, and our Committee. The "General Data Protection Regulations" (GDPR) dictates how we must treat this data, and one of the things it requires is that we publish a Privacy Notice, that describes to you (the "data subject" - the person whose data we hold) what data we hold, and what we do with it.
This document is that Privacy Notice.
Data Controller
The "Data Controller" is the person or organisation responsible for managing the data. For the purposes of this Privacy Notice, the Data Controller is the LLTTG. We can be contacted by email at linlithgowlttg@gmail.com .
Why do we collect data?
The data we collect is used to ensure that we can run the LLTTG.
If you are a member of the LLTTG, or a parent/carer, then we collect and use your personal data in our legitimate interests. Specifically, it helps us to communicate with you, use as an emergency contact in case of an incident, and ensure that members’ subscriptions are paid and therefore, according to the GDPR, we do not require your explicit consent.
If you are a Committee member we also need to keep some data about you, so that we can contact you when necessary.
What data do we hold?
We keep data about our members, parents/carers of young members, and committee members. The data includes some or all of the following: name, date of birth, address, email address, phone number, gender, relationships with other people (including family if under 18). It is important that your personal information is accurate and up to date and we ask you to keep us informed of any changes.
The only financial data we hold is a record of subscription payments and a record of who has paid the fee each playing night which in effect provides us with attendance data.
Where do we get the data from?
In most cases, the information we hold about a data subject is provided by the subject themselves or by their parents/carers. In some cases, information may become apparent in other ways (for example, where a family is divided by divorce, information about one side of the divide may become apparent as a result of information provided by the other side).
We also retain data about the history of members within LLTTG, such as subscription payments. This data is generated within the Group.
Some of our members may have coaching qualifications or undergo PVG checks in which case the data about them may come from the relevant governing body.
Who has access to the data?
The data is generally accessible to the Committee of the LLTTG and to no one else. We may share this information with governing bodies such as Table Tennis Scotland, but we do not share this information with other organisations unless legally required to do so, or unless you ask us to.
Information is held on a computer system, within password protected files, to ensure that it is readily accessible to authorised committee members and that it can easily be kept up to date and accurate.
How can a subject know what data is held?
You may see a copy of the data we hold about you, by request to the LLTTG Secretary at linlithgowlttg@gmail.com and you can instruct that any inaccuracies are corrected. Indeed, we positively welcome being told we have something wrong!
How long do we keep the data?
Some key data, we will keep indefinitely. For example we are required to keep a record of subscriptions paid as part of the annual accounts. Any other data such as email addresses and phone numbers will be destroyed and removed from electronic data files shortly after you leave the LLTTG or at any time advised by you.
Need to know more?
If you require any further information, please contact the LLTTG Secretary at linlithgowlttg@gmail.com.
September 2018
Privacy Notice
introduction
This document describes the privacy policy of the Linlithgow Longcroft Table Tennis Group (LLTTG) which is a “not for profit” organisation and is affiliated to Table Tennis Scotland and a member of the West Lothian Sports Council.
What is this document about?
In order to run the LLTTG, we need to collect and retain certain data about our members, the parents/carers of any young members, and our Committee. The "General Data Protection Regulations" (GDPR) dictates how we must treat this data, and one of the things it requires is that we publish a Privacy Notice, that describes to you (the "data subject" - the person whose data we hold) what data we hold, and what we do with it.
This document is that Privacy Notice.
Data Controller
The "Data Controller" is the person or organisation responsible for managing the data. For the purposes of this Privacy Notice, the Data Controller is the LLTTG. We can be contacted by email at linlithgowlttg@gmail.com .
Why do we collect data?
The data we collect is used to ensure that we can run the LLTTG.
If you are a member of the LLTTG, or a parent/carer, then we collect and use your personal data in our legitimate interests. Specifically, it helps us to communicate with you, use as an emergency contact in case of an incident, and ensure that members’ subscriptions are paid and therefore, according to the GDPR, we do not require your explicit consent.
If you are a Committee member we also need to keep some data about you, so that we can contact you when necessary.
What data do we hold?
We keep data about our members, parents/carers of young members, and committee members. The data includes some or all of the following: name, date of birth, address, email address, phone number, gender, relationships with other people (including family if under 18). It is important that your personal information is accurate and up to date and we ask you to keep us informed of any changes.
The only financial data we hold is a record of subscription payments and a record of who has paid the fee each playing night which in effect provides us with attendance data.
Where do we get the data from?
In most cases, the information we hold about a data subject is provided by the subject themselves or by their parents/carers. In some cases, information may become apparent in other ways (for example, where a family is divided by divorce, information about one side of the divide may become apparent as a result of information provided by the other side).
We also retain data about the history of members within LLTTG, such as subscription payments. This data is generated within the Group.
Some of our members may have coaching qualifications or undergo PVG checks in which case the data about them may come from the relevant governing body.
Who has access to the data?
The data is generally accessible to the Committee of the LLTTG and to no one else. We may share this information with governing bodies such as Table Tennis Scotland, but we do not share this information with other organisations unless legally required to do so, or unless you ask us to.
Information is held on a computer system, within password protected files, to ensure that it is readily accessible to authorised committee members and that it can easily be kept up to date and accurate.
How can a subject know what data is held?
You may see a copy of the data we hold about you, by request to the LLTTG Secretary at linlithgowlttg@gmail.com and you can instruct that any inaccuracies are corrected. Indeed, we positively welcome being told we have something wrong!
How long do we keep the data?
Some key data, we will keep indefinitely. For example we are required to keep a record of subscriptions paid as part of the annual accounts. Any other data such as email addresses and phone numbers will be destroyed and removed from electronic data files shortly after you leave the LLTTG or at any time advised by you.
Need to know more?
If you require any further information, please contact the LLTTG Secretary at linlithgowlttg@gmail.com.
September 2018
