Chatsworth Tennis Club Ltd
Safeguarding Policy Statement
The club’s safeguarding policy recognises that the welfare and interests of children and adults at risk are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children:
• have a positive and enjoyable experience of tennis at Chatsworth Tennis Club Ltd in a safe and inclusive environment
• are protected from abuse whilst participating in tennis.
Chatsworth Tennis Club Ltd acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.
As part of our safeguarding policy Chatsworth Tennis Club Ltd will:
• promote and prioritise the safety and well-being of children and adults at risk
• ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and adults at risk
• ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
• ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
• prevent the employment/deployment of unsuitable individuals
• ensure robust safeguarding arrangements and procedures are in operation. The club’s policy and procedures will be widely promoted and are mandatory for everyone involved in Chatsworth Tennis Club Ltd. Failure to comply with the policy and procedures will be addressed and may result in dismissal/exclusion from the club.
• The club’s safeguarding policy will be reviewed every two years, or sooner in the following circumstances:
• changes in legislation and/or government guidance
• as required by the Local Safeguarding Children Board or LTA
• as a result of any other significant change or event.
- Date last reviewed/completed 4/9/19
Diversity and Inclusion Policy Statement
• The Lawn Tennis Association (LTA)
• Tennis Scotland
• Tennis Wales
• The Tennis Foundation.
As a club we contribute actively to enable more people to play tennis more often, in a manner that it is safe, inclusive, and fair. This applies regardless of a person’s age, disability, gender reassignment status, sex, marital or civil partnership status, pregnancy or maternity, race, sex, sexual orientation, religion, race or sexual orientation, socio-economic status or any other background.
We recognise that many concerns and/or disclosures may have both safeguarding and diversity and inclusion elements to them. This policy reflects this through its reporting procedures, which replicate the safeguarding concern reporting procedures.
This Policy strives to minimise risk and support our venue, programmes, events and individuals to deliver and experience a positive tennis experience for everyone. The Reporting Procedures in page 2 outlines how to respond to safeguarding or discrimination concerns/disclosures.
•Date last reviewed/completed 4/9/19
For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is CHATSWORTH TENNIS CLUB LIMITED (the “Club”) of St Aidan’s Road Carlisle CA1 1LS.
About this document
How we collect your information
We may collect your personal data in a few limited ways, namely:
• Directly from you, when you fill in an application for membership, when you make enquiries on our website, when you provide information via the Club’s management software or court booking system, or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, renew your membership, sign up for a course or lessons);
• From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
• From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Club).
The types of information we collect
We may collect the following types of personal data about you:
• Contact and communications information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
• Financial information, including Direct Debit details;
• Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Club facilities).
We may also collect data about your health or medical conditions, where you have volunteered this, for example so that we can cater for you when you attend a Club social event or a course/camp.
How we use personal data
Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
• Administration of your Club membership, including:
o informing you about court / facilities opening hours;
o taking payment of membership fees;
• Fulfilment of orders for goods and services, including court bookings;
• Administration of the Wimbledon ballot;
where this is necessary for the performance of a contract (including any written terms and conditions relating to your membership) with you;
• Research and statistical analysis about who is playing tennis in our Club;
• Communication about our Club activities that we think may be of interest to you;
where this is necessary for our legitimate interests (for example in increasing use of our Club’s facilities and participation in the game generally);
• Promoting our Club and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;
where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.
Your marketing preferences
We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Club. Examples of these essential service communications are:
• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
• Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about Club closures and holiday opening hours.
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Telephone: 01228 514187
Post: Chatsworth Tennis Club Ltd , St Aidan’s Road, Carlisle CA1 1LS
Sharing your information with others
We do not sell or share your personal data for other organisations to use other than as set out below.
Personal data collected and processed by us may be shared with the following third parties, where necessary:
• Our employees and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.
• Our contractors and suppliers, including coaches, any provider of membership management services.
How long your information is kept
We keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we retain it for so long as you have a valid Club membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Under certain circumstances, by law you have the right to:
• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.
Contact and complaints
• by email: firstname.lastname@example.org
• by telephone: 01228 514187;
• or by post: Chatsworth Tennis Club, St Aidan’s Road, Carlisle CA1 1LS.
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.