Privacy notice - Buckhurst Hill B&LTC

Who we are

The club is the data controller for the information described here. If you have a question about your data, or want a copy of it, email membership@buckhursthilltennis.co.uk.

What we collect

Your name, email address and phone number.
Date of birth, where the membership category depends on age (juniors, 18–30, students).
Which membership you hold, what it cost, and what you have paid.

For junior members we hold the child’s name and date of birth, and the contact details of a parent or guardian.

Why we can hold it

We need it to run your membership — to know who is a member, to take the subscription, and to contact you about renewals. In data protection terms our lawful basis is contract: we cannot provide the membership without it. We do not rely on consent for this, so you cannot withdraw it and stay a member, though you can resign at any time.

Who else sees it

Only the club’s committee, plus the services that run the system:

Supabase — the database. Hosted in London.
Vercel — runs the website.
Resend — sends our emails.
Stripe — takes card payments. Stripe handles your card details directly; the club never sees or stores your card number.

Vercel, Resend and Stripe are US companies, so some data is processed outside the UK under the safeguards in their standard contract terms. We never sell your details, and we never pass them to anyone for marketing.

How long we keep it

While you are a member, and for six years afterwards — that is how long we must keep financial records. After that it is deleted.

Your rights

You can ask us to show you what we hold, correct anything wrong, or delete your details. Email the address above and we will deal with it within one month.

If you ask us to delete your data, we remove your name, email, phone number and date of birth. We keep the record that a payment was made, without your name attached, because the club has to be able to account for money it received.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk.

One thing worth knowing

We only ever take payment at members.buckhursthilltennis.co.uk. We will never email you asking for card details, and we will never ask you to pay through any other address. If you get something claiming to be from us that does, please tell the committee.

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