Data protection: OUTC Privacy Notice

This page sets out how your personal data is used by the OU Tennis Club. As an affiliated Club of the Open University Club, we also follow the OU Club’s Privacy Notice. You can find details on the OU Club website.

How do we use your information?

The OU Tennis club specifically uses your personal information for the following purposes:

To record which members have paid their subscription for the current year and which category of membership they fall into.
To send you information by email about the Club and its activities and about any opportunities that may arise in relation to tennis in general that we feel may benefit members.
To contact you by email to remind you when your subscription is due for renewal or to offer you the opportunity to take part in coaching sessions organised by the club.
To register you on the online booking system so that you are able to book the OU tennis courts.
To keep a register of the names of previous members of the Club and their membership categories (Ordinary/Student/Junior/Associate member).
To keep a register of the names of members who have been previously been allocated a place on coaching courses organised by the club, so that when allocating places on future courses, priority can be given to those who have not had a place before.
To keep a register of the names of current and previous members who played in one of the Club's teams.

This is because the Club has a legitimate interest in using your personal information for these purposes.

Who do we share your information with?

Members of the OU Tennis Club committee as listed on the Contact us page of this website.
Open University Security personnel (only for those members who book to play on OU tennis courts: Security personnel need to be aware of who is visiting the OU campus and using the courts and therefore require access to the online booking system).
Team captains (only for those members who play or who may be interested in playing in an OUTC team, because captains need to be able to contact team members and potential team players).
The coaches employed by OUTC to run coaching sessions (only for those members taking part in those coaching sessions, because the coach needs to contact the members they coach to organise and rearrange coaching sessions).

Our basis for doing this is that the people we share your personal information with have a legitimate interest in using your data for these purposes.

How long do we keep your information for?

Your personal information will be retained by the OU Tennis Club for as long as you remain a member of the Club. If you fail to renew your membership, your data will be retained for 12 months after your renewal date and then deleted, except for the following items of information which are retained indefinitely:

Your name
Your category of membership (Ordinary/Student/Junior/Associate member)
The date you joined and the years in which you were a member of the Club.
Whether you have ever been allocated a place on a coaching course organised by the Club
Whether you have ever played for one of the Club's teams.

The OUTC committee includes a Data Protection Secretary. If you have any questions about use of your personal information by the OU Tennis Club, please contact them. Their contact details can be found on the Contact us page of this website.