Data Protection Policy

We take the privacy of your personal information seriously.

Governance Our Data Protection Officer is the Club Chairman.

We conduct a regular review of our data protection policies and processes.

Personal Data Held by the Club We use the secure LTA-approved Clubspark system as the primary platform on which we hold your personal information

(Name, DOB, Address, Email Address, Phone Numbers).

We hold limited paper records of club members’ details.

We extract your email address from Clubspark and hold this information with our club newsletter platform provider (Hotmail) and our club survey platform provider (SurveyMonkey).

Use of Personal Data We use your personal data to manage the club, primarily for:

• Membership administration

• Club communications, including newsletter and surveys

• Identification of potential team players

• Access by coaching staff for emergency / medical information

We do not share or sell your data to any third party for any purposes, included marketing.

This includes our sponsorship partner, who does not have access to membership information.

Club Contact Details Contact details for some members with specific roles will be shown on the Club notice board.

Personal contact details for some committee members will be available on the website:

• Chairman

• Safeguarding Officer

• Membership Secretary

• Coaching Staff

Access to Personal Data A small number of Committee members have access to the Clubspark, Hotmail and Survey Monkey applications for the purposes of managing the Club.

This is limited to:

• Chairman / Hon Sec / Membership Secretary /Treasurer / Committee member x 1

• Trustee x1

• Coaching staff

Your Rights to Your Data You are welcome to verify what personal data we hold about you, please contact the Chairman.

If you leave the club, then we will delete your membership records after 5 years.

Privacy policies of third party platforms:

• Clubspark - available as a link on the website

• Hotmail -

• Survey Monkey -

We wanted to let you know that we've made some changes to our privacy notice, in line with new data regulations.These include:

• / Clarity on what data we have, how we use it, why we need it and who has access to it.
• / Updates to the choices you have over how we use your data.
• / New details of who to contact if you have any concerns.

You can read the full privacy noticehere.
You can choose whether to carry on receiving messages about our products and services by opting outhere.
Thank you for your time.

Henfield Tennis Club, The King’s Field, Northcroft, HENFIELD, West Sussex, BN5 9QB