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Privacy Policy

Rookwood Lawn Tennis Club
Privacy Notice

Last updated: 1 May 2026

1. Who we are

Rookwood Lawn Tennis Club ("the Club", "we", "us") is the data controller responsible for the personal information we collect and use. We are a members' sports club based in West Wittering, West Sussex.

Address: Rookwood Road, West Wittering, Chichester, West Sussex, PO20 8LT

Email: aidanrookwood@gmail.com

Phone: 07872 321 513

2. What personal information we collect

Depending on how you interact with us, we may collect some or all of the following:

  • Name, email address, and phone number - submitted through our website contact form

  • Name, email address, and phone number - if you sign up for our email newsletter or WhatsApp updates

  • Name, contact details, and membership category - when you complete a membership application

  • Bank transfer details - used to process your annual membership fee

  • Court booking account details - collected via the Rookwood Lawn Tennis app when you register to book courts

  • For junior members: name, age, and parent or guardian contact details

We do not collect payment card details through our website. Membership fees are paid by bank transfer only.

3. How we use your information

We use the personal information we hold to:

  • Manage your Club membership and keep our membership records up to date

  • Provide access to courts, coaching sessions, social events, and tournaments

  • Send members important club communications such as code updates, schedule changes, and event information

  • Send newsletters and WhatsApp updates to those who have opted in

  • Respond to enquiries submitted through our website contact form

  • Fulfil our safeguarding responsibilities, particularly in relation to junior members

  • Meet any legal or regulatory obligations that apply to the Club

4. Our legal basis for processing your information

Under UK GDPR, we must have a lawful basis for processing personal data. We rely on the following:

  • Contract — to administer your membership and provide the services you have signed up for

  • Legitimate interests — to communicate with members about club matters and to manage the Club effectively

  • Consent — for optional communications such as the email newsletter and WhatsApp group; you can withdraw your consent at any time

  • Legal obligation — where we are required to process data to comply with applicable law

5. Who we share your information with

We do not sell your personal data. We may share limited information with the following third parties where necessary to operate the Club:

  • Google (Google Forms) — used to collect membership applications; Google's privacy policy applies to data processed through this service

  • The Rookwood Lawn Tennis app provider — used for court bookings; their own privacy policy will apply to data held within the app

  • Wix.com — our website is hosted by Wix, which may process limited technical data such as IP addresses

  • WhatsApp (Meta) — used for club update groups where members have opted in

We will never share your personal data with third parties for their own marketing purposes.

6. Cookies and website analytics

Our website is built on Wix, which uses cookies — small text files placed on your device — to make the site function correctly and to gather anonymised analytics data. These cookies may track information such as pages visited and time spent on site.

You can manage or disable cookies through your browser settings, though doing so may affect how parts of the website function.

7. How long we keep your information

We retain personal data only for as long as necessary:

  • Membership records are kept for the duration of your membership and for a reasonable period thereafter (typically up to three years) in case of any queries or disputes

  • Contact form enquiries are retained for as long as needed to respond to and resolve the enquiry

  • Newsletter and WhatsApp subscriber details are held until you unsubscribe or ask us to remove you

  • Junior member records are kept in line with our safeguarding obligations

8. Your rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you

  • Have inaccurate information corrected

  • Ask us to delete your personal data (in certain circumstances)

  • Restrict or object to how we process your data

  • Withdraw consent for any processing that is based on consent

To exercise any of these rights, please contact us at aidanrookwood@gmail.com. We will respond within one calendar month.

9. Right to complain

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

ICO website: www.ico.org.uk

ICO helpline: 0303 123 1113

We would always encourage you to contact us first so we have the opportunity to address any concerns directly.

10. Changes to this Privacy Notice

We may update this Privacy Notice from time to time, for example if our practices change or if there are updates to data protection law. The most recent version will always be published on our website, and the date at the top of this page will reflect when it was last revised.

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