The information we collect
We collect personal information for the administration and management of our junior and adult tennis coaching programme and our holiday tennis and multi–sport camps [coaching &camps] which generally take place onsite at the Club. Lessons are available for children aged 3+. Our programme is open to both members of the club and non-members.
Please note that whilst we offer a programme for children, this website and the booking facilities via the website are not aimed at children. All bookings for coaching & camps MUST be made by a responsible adult/guardian, especially for anyone aged below 13.
You can book term time lessons and camps via the bookings section on the website. You can either do this as guest or register and create an account. Private coaching arrangements are generally booked offline via the Head Coach and coaching staff.
As part of the booking process, we may collect the follow information:
- contact information including postal & email address and telephone numbers
- payment information for processing payments
- permission to take and publish photos as part of our newsletters and promotional materials, including publication on social media
- demographic information such as postcode
- other information relevant to customer surveys and/or offers
- date of birth to allocate them into the right age group, health issues and school.
Sensitive Personal Information
Certain categories of personal information are considered more sensitive than others and require a greater degree or protection and generally require your consent before we can process them, for example, medical/health data, dietary requirements, allergies or information about disabilities.
We do not routinely collect sensitive information such as medical or health data. Parents/carers are only asked to voluntarily provide such information if it is relevant to a participant’s attendance on a course of camp. For example, if a child has a nut allergy or we are required to administer any medication.
We will only use this information for managing their condition/needs and we do not generally retain the information beyond this time as childhood medical/health conditions change on a regular basis. The coaching staff are fully briefed on any condition, to ensure we can manage it effectively but it is handled in the strictest of confidence.
Please note, that for some exceptional circumstances, we may need to seek advice from the LTA and/or our insurance providers before we can agree to administer medication or cater for your child’s needs. If your child does have exceptional needs, we strongly advise you to contact us BEFORE booking a place.
What we do with the information we gather
We require this information to:
- understand your needs and provide you with a better service, and in particular for the following reasons
- book tennis lessons or camps for you or your children
- improve our coaching and camps Cater for any individual needs for private coaching
- internal record keeping
- compliance with any legal and/or accounting obligations
- send promotional emails about new products, special offers or other information, which we think you may find interesting using the email address that you have provided.
We only retain personal information for as long as we need to. For coaching & camps, we retain some personal information simply for the duration of the booking. If you rebook, you are asked to complete a new booking and input your details again.
We keep a record of the names of individuals attending coaching & camps over a 2 year period and then delete this information.
For administration and business purposes, we will retain some information for accounting and legal obligations conferred upon us, such as taxation and health and safety requirements. We follow the statutory timeframes or guidance provided by the LTA on retention for this type of information and where possible, retain the minimum amount of information required to meet our obligations.
Marketing & Communications
With your consent, we may send marketing emails promoting the coaching & camps. You can opt out of receiving these emails at any time by either clicking unsubscribe within the email or by contacting us at email@example.com
Please note that we do not market our services directly to children under the age of 13. No child under the age of 13 should be registered via their own e-mail address for coaching & camps.
If you have booked for coaching & camps, we do send out essential communications about your booking. These are not marketing emails. All communications relating to tennis & camps are sent from the brondesbury.coaching.co.uk domain.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Online payments are processed by a PCI compliant service provider.
Exercising your rights or making a complaint
Individuals have rights under data privacy laws. You may request details of personal information which we hold about you or request that your information is erased. You may also contact us because you believe the information we hold is incorrect or incomplete. You also have the right to object to our use of your information, for example for direct marketing purposes.
You also have the right to complain about how we collect or handle your information. You can make a complaint directly to us or to the data privacy regulator, the Information Commissioner at: 0303 123 1113. You can also seek judicial recourse through the courts.
If you wish to exercise any of these rights, you can contact us at: firstname.lastname@example.org
Sharing Information with other organisations
Personal information is shared between ML Coaching Ltd and Brondesbury Sports Club in relation to membership, administration, use of club facilities and health & safety reasons.
We rely on third party suppliers for reasons such as managing the website, processing payment information and managing our accounts. They may have access to personal data via the website for maintenance and troubleshooting purposes.
Members affiliated to the LTA may have information sent back and forth between the LTA and the club. This is usually for the purposes of administrations and affiliations and also for match/tournament results. You can learn more via the LTA website: https://www.lta.org.uk/about-the-lta/policies-and-rules/privacy-policy/
We also share personal information with other clubs for matches and tournaments when representing Brondesbury Sports Club. Individuals are made fully aware of this when selected to represent the club.
Where required to do so, we also share relevant information as part of any routine reporting requirements for purposes such as taxation to the relevant bodies. We may also be required to make exceptional disclosures to relevant bodies or law enforcement agencies such as the police under specific legal requirements. Where possible, we would look to limit any disclosures of personal information beyond the required information.
We are a UK based business with no links or affiliates to organisations outside of the UK. Generally, our vendors and suppliers are also based in the UK. However, where this is not the case, we will only transfer personal information using legally recognised mechanisms with appropriate safeguards to protect your information or use suppliers and vendors which already have such mechanisms in place.
Links to other websites
This Policy may change from time to time. Any changes will be posted on this site unless we make substantial changes which may require that we send you a direct notification or require your explicit consent.