Evesham Rowing and Racquets Club Privacy Policy

 Last reviewed and updated September 2025

Author: Ruth Pearson, Club Manager 

Introduction

At Evesham Rowing and Rackets Club, we are committed to protecting the privacy and personal data of our employees, members, volunteers, and visitors. This privacy policy explains why we collect personal information, how we use it, and the measures we take to keep it safe. This policy outlines what data we collect, how it is stored, who it may be shared with, and your rights under the UK General Data Protection Regulation (UK GDPR).

We capture and process the personal data of our members to allow for proper collection of membership and other fees, administration of sports and social events and to control access to our clubhouse and sports facilities.

By providing your personal data (name, address, email address, phone numbers, children’s names, etc.), you freely consent to The Evesham Rowing and Rackets Club (ERRC) holding and using your personal data for the operation of the club and for the purposes set out in this privacy policy.

ERRC will take all reasonable steps to ensure that your personal data is be kept secure.

Our details – Who you are sharing personal data with

We are a members’ sports club operating as a company limited by guarantee:

Evesham Rowing and Rackets Club

Abbey Road

Evesham

WR11 4ST

We are registered in England No. 5759233

The Data We Collect

Personal data is provided by you in the following ways:

  • You provided personal information upon registration with ERRC, whether, online or in person

  • You provided your personal information through our website

  • You completed and/or returned surveys or response/feedback forms by mail and via electronic means

  • You registered to attend an event

  • You registered an interest to volunteer at any future events

  • You applied for employment

  • You emailed the club with an enquiry

How we use, share and store your data

We use external data processing systems for our membership records, website, court booking, accounting and other services. These processing systems hold their own privacy policies and procedures.

We keep the primary record of your personal data in our membership database. This database records details of your home address and each of the people at your household who have ever either given their details or had their details provided by others. This includes prospective, current and lapsed members of ERRC. This personal data may include details of children at the household where those details are provided by their parents or guardians.

We use this membership database to track your membership status, your contact details, your payment history, your direct debit mandates, your communication contact preferences, etc. This membership system also includes court booking features to enable us to offer you online booking and other services. The membership database system includes communication tools which allow league organisers, competition organisers, section captains, club administrators etc. to email or otherwise communicate with you. In each case, you may choose to opt out of such communications.

 We share some membership data with the national regulatory bodies of the sports we provide.

Our ERRC membership fee may include subscription to these national governing bodies who provide additional membership benefits such as insurance, events, awards, competitions, ranking, discounts, regulation of coaches, safeguarding etc. In each case, we transfer the standard information requested by the national governing body.

The national governing bodies we currently work with are:

The Lawn Tennis Association – see: www.lta.org.uk

England Squash – see: www.englandsquash.com

British Rowing – see: www.britishrowing.org

We will not sell your details to any third parties.

Who has access to your data?

Your personal data will only be seen and used by staff and authorised committee members of ERRC and authorised staff of our contracted suppliers. All staff and committee members are reminded of their obligation of confidentiality when they take the role with ERRC. Our contracts with suppliers require them to maintain confidentiality of our data.

Data retention

We will store your personal data for as long as you are a member of the club and for 6 years after your membership ceases. This period enables us to fully comply with our obligation to keep business records. After this period, we will archive your personal data so it cannot be used for operational purposes.

CCTV

We operate a closed circuit television system to record activity around the public parts of our site to protect all members from malicious activity. The images recorded by the CCTV system are automatically overwritten after one month. Access to the CCTV system is restricted to a small group of authorised club staff and officers.

Your rights

You have a right to see the personal data we hold on you, to instruct us how we may or may not use your personal data and to ask us to remove your personal data. To make any such request or instruction, you can contact us by writing to the Club Secretary at the address given above, or by email: eveshamrowingclub@outlook.com

You may choose to opt out of email communications at anytime by clicking the unsubscribe link on emails. Please note that as a club member, there are some communications relating to club matters, we are required to share with you, for example, invitations to Annual General Meeting invitations and minutes.