General Data Protection Regulation
What DDTTA does
The Association’s principal objectives are to promote, develop, and control the sport of table tennis within the Dundee and District area. The Association is one of several throughout Scotland affiliated to the national body, Table Tennis Scotland (TTS), and thereby to the International Table Tennis Federation. We invite players of all ages and standards and those interested in learning to come and join us.
The Association is a registered charity in Scotland (SC045977).
The Association currently pursues its objectives through the following main activities:
· administering an annual table tennis league
· organising cup competitions and closed championships for our affiliated members and for youngsters
· providing facilities for practice and coaching. Several of our affiliated clubs also provide coaching and practice opportunities at their own venues and we support them as far as possible
· submitting teams to represent the Association in the TTS interleague and national league
· introducing youngsters to table tennis through school clubs and coaching events
· organising Community Table Tennis – Active and Healthy sessions, aimed at mature adults and those with health issues
· an annual presentation of prizes to celebrate the achievements of our teams and players.
DDTTA is a ClubDundee accredited organisation. Our league-playing members require to be individually affiliated to Table Tennis Scotland and the Association also holds a club affiliation with Table Tennis Scotland.
What are the benefits of DDTTA/TTS membership
· entitlement to participate in the activities described above, in most cases at no additional cost to the annual membership fee
· the opportunity to influence the policy and direction of DDTTA.
Privacy statement for members
Dundee and District Table Tennis Association (DDTTA) needs to collect and use certain types of information about individuals who come into contact with us in order to meet our objectives and carry out our charitable activities. DDTTA is a ‘Controller’ and ‘Processor’ of the personal data that you provide to us. Our Treasurer also acts as our Data Protection Officer and can be contacted at firstname.lastname@example.org
What personal data will we collect
DDTTA will collect personal data about you unless you have refused to consent to this. This information includes your name, telephone number, address and email address (if held), date of birth and nationality.
DDTTA considers that this is ‘necessary information’ and if you choose not to provide it or consent to its use we will not be able to affiliate you to Table Tennis Scotland and you would not be able to play competitive table tennis or take part in activities that are closed to our members.
We also seek the additional consent of parents or guardians to their youngsters taking part in our activities and, if offered to us, may hold information that would help us to administer first aid in the event of illness or injury.
For league players, we will also calculate and publish your win average for the purpose of our league management system. Your personal details and match results may also be shared with TTS for national ranking purposes. DDTTA considers this to be an integral part of participating in a competitive sport.
What are the purposes of processing your data?
· to maintain accurate membership records for DDTTA and to affiliate you to TTS
· to provide statistics on membership to statutory bodies
· to maintain our league management system (e.g. league players must be added to a team list on our e-scorecard system) and any national ranking system
· to add you to our mailing list and/or webmail system
· to claim gift aid from HMRC if you have signed a gift aid declaration
· to create attendance records and fire registers at practice sessions or tournaments
· to create lists of members, the team(s) they are associated with, and their win averages for inclusion on our website and in our handbook
· to create match reports for the media and for publication on our website, and to create video recordings of matches/fixtures that may be posted to our website and social media pages
· to provide the names and contact details of trustees, team and club secretaries in our annual handbook and on our website. Telephone numbers will not be disclosed on our website
· to provide personal data for statistical information required by external agencies, government bodies, prospective and existing funders. Personal data will, where necessary, be anonymised to ensure that identification of individuals is not possible.
Lawful processing of personal data
DDTTA can lawfully process your information because:
· you wish to be a member of DDTTA and that processing is necessary to provide you with the services associated with that membership; and/or
· you have given your consent.
What we do with your data
DDTTA regards the lawful and correct treatment of personal information as important to our successful operation and to maintain your confidence.
DDTTA will ensure that your personal information is treated lawfully and correctly.
Information and records will be stored securely and will only be accessible to authorised trustees, contractors and volunteers (e.g. coaches).
Information will only be stored for as long as it is needed or required by statute and will be disposed of appropriately.
Your personal data will not be given to anyone outside of DDTTA or TTS without your consent unless it is necessary for us to do so. i.e. in order to comply with the law, with police investigations or if it is determined that there is a risk of significant harm to either you or another person.
There are circumstances where the law allows DDTTA to disclose data (including sensitive data) without a data subject’s consent. These are:
· carrying out a legal duty or as authorised by the Secretary of State
· protecting vital interests of an Individual/Service User or other person
· the Individual/Service User has already made the information public
· conducting any legal proceedings, obtaining legal advice or defending any legal rights
· monitoring for equal opportunity purposes. i.e. race, disability or religion (in the form of statistics and not in any way that identifies you).
DDTTA shares your personal information with TTS as we share a membership database with that organisation and help to maintain its ranking system. DDTTA may share data with other agencies such as the local authority, health organisations, funding bodies and other voluntary agencies (in the form of statistics and not in any way that identifies you). You will be made aware of how and with whom the information will be shared.
How long do we keep your data?
Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. The TTS/DDTTA membership database retains your information for a season after you do not renew your affiliation but you may request that DDTTA deletes your information immediately if you do not renew your annual membership.
What are your rights?
All Data Subjects have the right to access the information DDTTA holds about them. Individuals may exercise that right by making a written ‘subject access request’ (SAR). However, subject access goes further than this and an individual is entitled to be:
· told whether any personal data is being processed
· given a description of the personal data, the reasons it is being processed, and whether it will be given to any other organisations or people
· given a copy of the personal data; and
· given details of the source of the data (where this is available). In the case of DDTTA, the personal data is usually provided by the data subjects’ club secretary or by the data subject themselves.
You have the right to receive a copy of the personal information that DDTTA holds about you, and to demand that any inaccurate data be corrected or removed. However, you should note that DDTTA/TTS members can access their own secure on-line membership record using their membership number and password and update or correct their details at any time. You are strongly encouraged to do this.
You have the right to withdraw consent at any time, where relevant. However this will likely affect our ability to provide you with the services of membership and your ability to participate in competitive table tennis.
If you wish to access a copy of any personal data held about you, you must make a written request for this. To make a request please contact the Data Protection Officer (our Treasurer) at email@example.com or use the contact details in the DDTTA handbook. We will respond within one month.
If you wish to complain about how we have handled your personal data, you can contact us to have the matter investigated. In this case contact firstname.lastname@example.org or use the contact details in the handbook.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office https://ico.org.uk/