In this Privacy Notice you can find all the information you need about how we use your personal data.
Edinburgh Sports Club is located at 7 Belford Place Edinburgh EH4 3DH. The club is affiliated to Scottish Squash, LTA, Table Tennis Scotland and the Scottish Padel Federation.
Edinburgh Sports Club will be a “controller”of the personal information that you provide to us in this form, unless otherwise stated. As a member or a visitor we may collect the following:
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
We need to collect our visitors’ personal information so that we can manage your visit to the club. We will use visitors’ personal information to:
We also process our members’ personal information in pursuit of our legitimate interests to:
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on email@example.com. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
We also process visitors’ information in pursuit of our legitimate interests to:
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on firstname.lastname@example.org. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member or a visitor.
We are under a legal obligation to process certain personal information relating to our members and visitors for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
We value your privacy and do not sell your information to any third parties under any circumstances.
We share your personal information with external online providers for the sole purpose of providing members with services such as a booking system, email distribution and leagues. See below for more information on how we protect your personal information.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.
We may share your personal information with Sports Governing Bodies pertinent to the club who will become a controller of your personal information when they receive it.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
Your personal information is stored on site both electronically and in hard copy. All those who have access to and are associated with the processing of personal information are legally obliged to respect the confidentiality of any information they need to access in order to carry out their work for the purposes of running the club.
Where personal information is held off site by a third party, e.g. online provider we will always ensure we have the necessary contracts in place to ensure the security of your data.
We keep the information that you provide or that we collect only for as long as we need to in line with the reason it was collected. More detail is given below for each category of information.
We keep your contact details for up to four years after your first enquiry. We keep enough information to record your communication preferences indefinitely in order to avoid sending you unwanted information in future.
We keep correspondence for seven years in case you contact us again about the same subject.
We keep your contact and identification details, usage and attendance details and information about your personal circumstances during your membership and for up to seven years after it ends so we can respond in the event of any query about your membership. We may keep certain information for longer than this if we have a compelling reason for keeping it.
We keep enough information to record your communication preferences indefinitely in order to avoid sending you unwanted information in future.
We keep correspondence for seven years after you leave in case you contact us again about the same subject. We keep details of incidents for three years after the date of the incident.
We keep payment details during your membership and for seven years after you leave in line with the BACS code of practice.
CCTV recordings are deleted automatically after 20 days unless they are retained in connection with an investigation, in which case we keep them until after the investigation is concluded.
We do not store any data received from your wearable device.
We store details about your child for a year. We will ask you for a new health and safety form for your child each year.
You can exercise any of the following rights by writing to us at email@example.com.
Your rights in relation to your personal information are:
Any requests received by Edinburgh Sports Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk