Data Protection & Privacy Policy

Data Held

Personal data held by Colston LTC (the “Club”) is limited to personal data on its Members (“Member Data”), which is normally collected via the Club’s the form. Typically the data is limited to member:

  • name
  • address
  • telephone
  • email

We are also required by the LTA to provide them with the names and dates of birth of Members’ children as part of our annual LTA membership renewal. Club Members who are members of British Tennis will also have provided this information to British Tennis.

While the Club maintains records of the fees paid by its Members, the Club does not hold payment details apart from what may appear on the Club’s bank statements.

Member Data held:

  • is limited to data required in the course of Club business.
  • may only be use for Club business.
  • may not be released to any third parties. 

Persons authorized to hold and use Member Data

The following officers of the Club are the only persons authorized to hold and use Member Data:

  • Chairman
  • Secretary
  • Treasurer
  • Welfare Officer
  • Team Captains
  • Club Coach

Furthermore, those officers of the Club will only hold such Member Data as is necessary for exercising their official duties.

Limitations on the use of Member Data

The Club may use the Member Data it holds to contact members solely in relation to such Club matters as (inter alia):

  • Club events;
  • fundraising
  • club news
  • club notices
  • competitions
  • coaching

When corresponding with Members using email distribution lists, care is taken to ensure only the recipient’s contact details appear.

Updating and deleting of Member Data

  • Member Data will be updated no less frequently than every 2 years
  • Whenever a Member leaves the Club, the Member Data held on that Member will be deleted.

If you need any further information about the Club’s Data Protection & Privacy Policy, please contact the Club Secretary at