Overview

TWLTC is an unincorporated association and is registered as a Community Amateur Sports Club (CASC). The CASC scheme was introduced in 2002 as an option for sports clubs to register with HMRC to receive ‘charity type’ tax relief. TWLTC became CASC registered in 2016. TWLTC is also LTA registered and accredited.

The Club has approximately 550 adult and 430 junior playing members. The Club is managed by the Management Team and a Committee. The Committtee is appointed by Club members at the Annual General Meeting (AGM).

At the AGM the Members are presented with the Club’s annual accounts as compiled by the Treasurer and audited by the Club’s accountant. The Chair’s annual report, and items in the agenda requiring a vote for their rejection or approval are distributed by the Secretary.

The Club’s Management Team comprises the Club Manager, Assistant Manager, Director of Tennis and Bar and Catering Manager. The honorary committee roles are the Chair, Treasurer and Secretary. The Management Team’s role is to provide the Club with leadership and direction whilst taking into account the interests of the Club’s membership and those on the coaching programme. The Management Team liaises closely with the volunteers at every playing level across the Club who make things happen. The Committee is involved in non-day to day decision making, involving areas of larger expenditure and points of principle referred to it by the Management Team. Members of the Committee usually have a designated area of responsibility such as Tennis/Social Events or marketing and they work hard behind the scenes to maximise the potential of the Club for all.

As a Club we aim to keep it as positive and inclusive as possible for all involved in playing, watching and enjoying tennis at Tunbridge Wells, whilst always respecting and upholding respect for both authority and opponents and upholding inter-personal concepts of enjoyment, self-control, courage and persistence in everything we do.

Our Privacy Policy

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.

Your rights over the personal data that we hold

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.

Data security

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.

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. You can view our Privacy Policy here.