Last updated: 6 July 2026
CIYMS Tennis Club (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains what personal information we collect, how we use it, the lawful basis for each activity, how long we keep it, and your rights.
Who we are
CIYMS Tennis Club is a tennis club based at Circular Road, Belmont Road, Belfast. If you have any questions about this policy or how we handle your data, you can contact us at info@ciymstennisclub.org or by phone on 028 9076 0120.
What information we collect
- Contact details you provide via our contact form, including your name, email address, phone number and any message content.
- Membership and enrolment information provided when you join the club or book coaching sessions.
- Information relating to junior members (under 18s), provided by a parent or guardian for the purpose of coaching and club activities.
- Technical data such as your IP address and browser information, collected automatically via cookies and similar technologies (see our Cookie Policy).
How we use your information
- To respond to enquiries submitted through our contact form.
- To administer club membership, coaching bookings and events.
- To communicate important information about the club, coaching and activities.
- To ensure the safety and welfare of members, including junior members.
- To improve and maintain our website.
Lawful basis for processing
We only process personal data where we have a lawful basis to do so. The table below explains the lawful basis for each of our main processing activities. Where we rely on legitimate interests, the relevant interest is running the club effectively and communicating with members and enquirers.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Responding to enquiries | Name, email, phone, message | Legitimate interests |
| Managing membership | Member details, contact details, payment/admin info | Contract |
| Junior coaching | Child details, parent/guardian contact, emergency contact | Contract / legitimate interests / legal obligation where safeguarding applies |
| Optional marketing/newsletters | Email address | Consent or soft opt-in, depending on setup |
| Website analytics | IP address, usage data | Consent, unless using a compliant anonymous statistics setup |
Children’s data
Our coaching programmes include activities for children under 18. Where we collect and process the personal data of a child, we do so through a parent or guardian and only to the extent necessary to deliver coaching, ensure safeguarding, and administer club membership. We follow the ICO’s guidance on children’s information, including choosing appropriate lawful bases and providing clear privacy information.
Depending on the activity, the information we collect about a junior may include:
- child’s name, age or date of birth and class/group;
- parent/guardian contact details;
- emergency contact details;
- medical information, allergies, accessibility needs or injury notes, where provided;
- safeguarding or incident records, where relevant;
- photography/video permissions.
Special category data: Where we collect medical details, allergies, disability/accessibility notes or injury information, this may be special category data. We only process this data where we have both an Article 6 lawful basis and an appropriate Article 9 condition (for example, protecting someone’s vital interests, or reasons of substantial public interest such as safeguarding), and we apply extra protection to this information.
Children and their parents/guardians have the same data protection rights as other individuals, including the right to access their information and to object to or withdraw consent for certain processing.
Sharing your information
We do not sell your personal data. We may share your information with the following types of third parties, only where necessary and under appropriate agreements requiring them to keep your data secure:
- Bookwhen – junior coaching bookings and payments;
- Acebook – member/adult booking system;
- payment processors stripe & sum up;
- our website hosting provider hostinger;
- our email provider microsoft 365;
- our analytics provider, if used not used;
- our cookie consent platform (Complianz);
- governing bodies or leagues (for example Tennis NI/LTA), where player or team information is submitted Tennis Ireland;
- safeguarding bodies, where required by law or safeguarding obligations.
Our website also integrates with social media platforms such as Facebook and Instagram, which may set their own cookies (see our Cookie Policy).
International transfers: Some of our providers may process data outside the UK or EEA. Where this happens, we ensure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement/Addendum.
How long we keep your data
We keep personal data only for as long as necessary for the purposes described in this policy, or to comply with legal and regulatory obligations, after which it is securely deleted. The periods below are our current guidelines.
| Data type | Retention |
|---|---|
| Contact form enquiries | Kept for up to 12 months after the enquiry is resolved, unless further contact is needed |
| Membership records | Kept while membership is active and for up to 6 years afterwards for admin/accounting purposes |
| Coaching booking records | Kept for the duration of the programme and a reasonable period afterwards |
| Safeguarding or incident records | Kept in line with safeguarding and legal requirements |
| Cookie consent records | Kept for the period required by the consent platform |
Marketing
We may send you service and administrative messages about your membership, coaching and club activities. Separately, we may send newsletters or promotional emails about club events, coaching offers and news. We send marketing on the basis of your consent, or the soft opt-in where you are an existing member or customer. You can unsubscribe at any time using the link in any marketing email, or by contacting us at info@ciymstennisclub.org. We do not send marketing directly to children.
Photography and social media
We sometimes take photographs or video at coaching sessions, events and competitions. These may be used on our website, social media channels (such as Facebook and Instagram), newsletters and promotional materials. For junior members, we rely on permission given by a parent or guardian. You can object to the use of an image, or withdraw permission, at any time by contacting us at info@ciymstennisclub.org, and we will remove the image from materials we control where reasonably possible. We take particular care with images of junior members in line with our safeguarding responsibilities.
Data security
We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse. Access to personal data is limited to authorised committee members, coaches, administrators and trusted service providers who need it to carry out their roles.
Your rights
Under UK data protection law you have the right to access your personal data, request correction or erasure, restrict or object to processing, and request data portability. Where processing is based on consent, you may withdraw that consent at any time. To exercise any of these rights, please contact us at info@ciymstennisclub.org.
Complaints
If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority:
- Information Commissioner’s Office
- Website: ico.org.uk
- Telephone: 0303 123 1113
Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.