IRTPA Privacy Policy
- Introduction
1.1 We are committed to safeguarding the privacy of our website visitors, our members and our customers.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.
1.3 In this policy, when we talk about personal data we mean any information that relates to an identifiable natural person – in this case, you.
1.4 You should read this notice, so you know what personal data we collect about you, what we do with it and how you can exercise your rights in connection with it.
1.5 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the collection, sharing and publication of your personal data.
1.6 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
1.7 In this policy, “we”, “us” and “our” refer to the International Real Tennis Professionals’ Association Limited (the “IRTPA”). For more information about us, see Section 14.
- Credit
2.1 This document was created using a template from Docular.
- The personal data that we collect
3.1 In this Section 3 we have set out the general categories of personal data that we process.
3.2 We may process data enabling us to get in touch with you (“contact data“). The contact data may include your name, email address, telephone number, postal address and/or social media account identifiers.
3.3 We may process your website user account data (“account data“).The account data may include your account identifier, name, email address, business name, account creation and modification dates, website settings and marketing preferences. The primary source of the account data is you, although some elements of the account data may be generated by our website. If you log into our website using a social media account, we will obtain elements of the account data from the relevant social media account provider.
3.4 We may process information relating to transactions, including purchases of goods and/or services, that you enter into with us and/or through our website (“transaction data“), but do not retain any bank details. The transaction data may include your name, your contact details, your payment card details (or other payment details) and the transaction details. The source of the transaction data is Stripe or GoCardless.
3.5 We may process information contained in or relating to any communication that you send to us or that we send to you (“communication data“). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.
3.6 We may process “usage data“. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is WordPress.
3.7 We may process newsletter sign up data. This data may include your name, email address and club.
- Purposes of processing and legal bases
4.1 In this Section 4, we have set out the purposes for which we may process personal data and the legal bases of the processing.
4.2 Operations – We may process your personal data for the purposes of operating our website, the processing and fulfilment of orders, providing our services, supplying our goods, generating invoices, bills and other payment-related documentation, and credit control. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, services and association.
4.3 Publications – We may process account data for the purposes of publishing such data on our website and elsewhere through our services in accordance with your express instructions. The legal basis for this processing is our legitimate interests, namely the publication of content in the ordinary course of our operations.
4.4 Relationships and communications – We may process contact data, account data, transaction data and/or communication data for the purposes of managing our relationships, communicating with you excluding communicating for the purposes of direct marketing) by email, post, telephone, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website visitors, service users, individual customers and customer personnel, the maintenance of relationships, and the proper administration of our website, services and business.
4.5 Direct marketing – We may process contact data, account data and/or transaction data for the purposes of creating, targeting and sending direct marketing communications by email, SMS, post and/or fax and making contact by telephone for marketing-related purposes. The legal basis for this processing is our legitimate interests, namely promoting our business and communicating marketing messages and offers to our website visitors, our members and our customers.
4.6 Functions of the Association – We may share information to perform our functions as an association of real tennis professionals, including maintaining and operating the ranking system, adjusting rankings, managing, planning and delivering our strategies for maintaining and promoting real tennis (including running tournaments and player, sponsor and prospective player and sponsor targeting) and training our staffs and volunteers. We may also use information we hold for our general record-keeping and stakeholder relationship management, including in relation to governing bodies, real tennis clubs and real tennis professionals and in relation to sponsors and potential sponsors. The legal basis for this processing is our legitimate interests, namely the proper performance of our functions as an association of real tennis professionals.
4.7 Research and analysis – We may process usage data and/or transaction data for the purposes of researching and analysing the use of our website and services, as well as researching and analysing other interactions with our association. The legal basis for this processing is our legitimate interests, namely monitoring, supporting, improving and securing our website, services and activities generally.
4.8 Record keeping – We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our association records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our association in accordance with this policy.
4.9 Security – We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and business, and the protection of others.
4.10 Insurance and risk management – We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our association against risks.
4.11 Legal claims – We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
4.12 Legal compliance and vital interests – We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person. The legal basis of this processing is compliance with a legal obligation.
- Providing your personal data to others
5.1 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.
5.2 We may also disclose your personal data to third party service providers who carry out certain business functions for us. These include IT support, cloud platform and data hosting consultants and providers who help us with the operation of our website and other systems and applications.
5.3 Your personal data held in our website database will be stored on the servers of our hosting services providers identified at www.irtpa.com
5.3 We may disclose some personal data to our suppliers or subcontractors insofar as reasonably necessary.
5.4 Financial transactions relating to our website and services are handled by our payment services providers, Stripe and GoCardless. We will process transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://stripe.com/en-gb/privacy and https://gocardless.com/privacy
5.5 In addition to the specific disclosures of personal data set out in this Section 5, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
- International transfers of your personal data
6.1 In this Section 6, we provide information about the circumstances in which your personal data may be transferred to countries outside the United Kingdom (“UK”) and the European Economic Area (“EEA”).
6.2 The hosting facilities for our website are situated in the EEA. Transfers of personal data from the UK to the EEA will not be restricted before or after the end of the transition period following the UK leaving the European Union. In addition we may transfer personal data from the UK or the EEA to other countries, some of which have not yet been determined by the European Commission or the UK Government to have an adequate level of data protection. For example, their laws may not guarantee you the same rights, or there may not be a privacy supervisory authority there that is capable of addressing your complaints. If we engage in such transfers, we use a variety of legal mechanisms, including contracts, to help ensure your rights and protections travel with your data.
6.3 You acknowledge that if you submit personal data for publication through our website or services such personal data may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
- Retaining and deleting personal data
7.1 This Section 7 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
7.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
7.3 We will retain your personal data as follows for a minimum period of three years.
7.4 Notwithstanding the other provisions of this Section 7, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
- Your rights
8.1 In this Section 8, we have listed the rights that you have under data protection law.
8.2 Your principal rights under data protection law are:
(a) the right to access – you can ask for copies of your personal data;
(b) the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data;
(c) the right to erasure – you can ask us to erase your personal data;
(d) the right to restrict processing – you can ask us to restrict the processing of your personal data;
(e) the right to object to processing – you can object to the processing of your personal data;
(f) the right to data portability – you can ask that we transfer your personal data to another organisation or to you;
(g) the right to complain to a supervisory authority – you can complain about our processing of your personal data; and
(h) the right to withdraw consent – to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.
8.3 These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
8.4 You may exercise any of your rights in relation to your personal data by written notice to us, using the contact details set out below.
- About cookies
9.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
9.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
9.3 Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.
- Cookies that we use
10.1 We use cookies for the following purposes:
(a) authentication and status – we use cookies to identify you when you visit our website and as you navigate our website, and to help us determine if you are logged into our website. Cookies used for this purpose are: local_storage_support_test, ,
(b) shopping cart – we use cookies to maintain the state of your shopping cart as you navigate our website. Cookies used for this purpose are: wc_cart_created, wc_cart_hash_#, wc_fragments_#
(c) personalisation – we use cookies to store information about your preferences and to personalise our website for you. Cookies used for this purpose are: lang
(d) security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
(e) advertising – we use cookies to help us to display advertisements that will be relevant to you. Cookies used for this purpose are: _atuvc, _widgetsettings, _at.cww, at-lojson-cache-#, at-rand, loc, uvc, xtc
(f) analysis – we use cookies to help us to analyse the use and performance of our website and services. Cookies used for this purpose are: _at.hist.#, _ga, _gat, collect
(g) cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally.
- Cookies used by our service providers
11.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
11.2 We use Google Analytics. Google Analytics gathers information about the use of our website by means of cookies. The information gathered is used to create reports about the use of our website. You can find out more about Google’s use of information by visiting https://www.google.com/policies/privacy/partners/ and you can review Google’s privacy policy at https://policies.google.com/privacy
- Managing cookies
12.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647 (Chrome);
(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
(c) https://help.opera.com/en/latest/security-and-privacy/ (Opera);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/en-gb/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari); and
(f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
12.2 Blocking all cookies will have a negative impact upon the usability of many websites.
12.3 If you block cookies, you will not be able to use all the features on our website.
- Amendments
13.1 We may update this policy from time to time by publishing a new version on our website.
13.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
13.3 We may notify you of changes by email.
- Our details
14.1 This website is owned and operated by the International Real Tennis Professionals’ Association Limited.
14.2 We are registered in England and Wales under registration number 06033885, and our registered office is at The Royal Tennis Court, Hampton Court Palace, Surrey KT8 9AU.
14.3 Our principal place of business is 43 Montholme Road, London SW11 6HX
14.4 You can contact us:
(a) by post, to the postal address given above;
(b) by telephone, on the contact number published on our website; or
(d) by email, using ceo@irtpa.com
- Data protection officer
15.1 The contact details for our data protection officer, who you should contact if you have any questions about this privacy policy or to exercise any of your rights as explained in Section 8, are ceo@irtpa.com
