Our Privacy Policy

Who we are

Our website address is: https://www.twltc.org

What personal data we collect and why we collect it

We may process your data for a number of different purposes:

  • To keep you up to date with the latest, relevant information about the Club – including matches, club events, important changes at the Club and any urgent updates;
  • To administer your Club membership and inform you of your TWLTC registration details
  • To keep you up to date with match results and invite you to social events;
  • To keep you up to date with the latest developments with regard to other aspects of playing and coaching tennis in a safe and secure environment;
  • To update you on offers from our sponsors, without whose support the facilities and equipment we enjoy as members of the Club would be far more limited.

Much of the information we collect must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by LTA Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

Our rationale for processing your data

It is important for us and in our legitimate business interest to:

  • Keep our members and contacts informed of Club developments, manage and administer memberships, and ensure our contacts are kept up to date and informed through a range of communications in online and print format and to collect and manage the personal data that helps us keep our updates targeted and relevant.

We process data and use marketing as part of this legitimate interest. It is necessary for us to use a variety of direct marketing channels and messages to ensure that Members are kept informed, and wherever possible we make sure the messages we send are targeted and relevant. Any direct marketing that we undertake complies with e-privacy rules on consent.

We will keep your data safely and securely for as long as necessary, or according to your instructions, and we review the data we hold at least once every two years. If you’d like more information about how we store your data, please let us know. In particular you could expect to receive from us:

  • Invoices and sales statements relating to renewal of your membership or coaching
  • A weekly email update about Club news and developments
  • Updates in relation to court availability, your coaching etc.
  • Occasional messages from the Club that we send on behalf of our sponsors

You can manage your preferences and unsubscribe from our newsletter. As a member of the Club we do need to be able to communicate with you in relation to club issues and will invoice you and/or chase for payment via email, telephone and/or post.


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


Who we share your data with

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You can reasonably request access to the personal data we hold on you at any time, and we will provide that information free of charge within one month of your request at the latest. You can request inaccurate or incomplete personal data held on you to be rectified or completed or for your personal data to be suppressed or erased, and we will respond within one month of your request at the latest. We will supply any data you request.

Your right to object

You have the right to opt out of our direct marketing at any point, and we will deal with your request right away. You can unsubscribe from our emails automatically by completing the unsubscribe form. If you think that we are using your information in a way which breaches data protection law, you have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk) or any other relevant authority.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

Additional information

How we protect your data

To secure personal information on our database, access to your data is password protected. It is your responsibility to keep your password confidential and not to share this information with anyone.

What data breach procedures we have in place

What third parties we receive data from

What automated decision making and/or profiling we do with user data

Industry regulatory disclosure requirements

Changes to our Privacy Policy

We review our data protection and privacy procedures and policy regularly and post any changes to our Privacy Policy on this page. We will inform you via email of revisions to the privacy policy.