Privacy Policy and Cookie Policy

Last updated: 22nd May 2018

The Spencer Squash Club understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits Our Site and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and Our obligations under the law.

This Policy applies to our website, our booking system site and any other application containing our name, Spencer Squash Club, spencersquash.club.  Our use of any and all data collected by us in relation to your use of Our Site. Please read this Privacy Policy carefully and ensure that you understand it.

The Spencer Squash Club is a Section of the Spencer Sports Club and has an obligation to abide by their data protection policy, which is accessible via the following link:  The Spencer Club Data Protection Policy.  Please address any queries regarding the Spencer Club’s data protection policy to manager@spencerclub.org.

If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account” means an account required to access and/or use certain areas and features of Our Site;
“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 12, below;]
“Our Site” means this website, spencersquash.club
“United Kingdom and EU Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended in 2004, 2011 and 2015; and GDPR in 2018
“We/Us/Our” means The Spencer Squash Club, an amateur sports club, whose address is Fieldview, Wandsworth, SW18 3HF, UK

2. Information About Us

3. Scope – What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site, the information that is held on our booking system and internal leagues about you, and is stored on any application containing our name that is used for communication purposes. It does not extend to any websites that are linked to from Our Site (whether We provide those links or whether they are shared by other users). We have no control over how your data is collected, stored or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.

4.What Data Do We Collect?

Some data will be collected automatically by Our Site (for further details, please see section 10 on Our use of Cookies), other data will only be collected if you voluntarily submit it and consent to Us using it for the purposes set out in section 5, for example, when signing up for an Account. Depending upon your use of Our Site, We may collect some or all of the following data:

  • [Name;]
  • [date of birth;]
  • [gender;]
  • [contact information such as email addresses and telephone numbers;]
  • [demographic information such as post code, preferences and interests;]

Our website or newsletters may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

5. How Do We Use Your Data?

  • All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). For more details on security see section 6, below.
  • We use your data to provide the best possible service to you. This includes:
    • Providing and managing your Account;
    • Providing and managing your access to Our Site;
    • Supplying you with information about the Spencer Squash Club;
    • Supplying you with information from third parties that are directly related to squash (e.g. Surrey League, League Masters, etc.);
    • Supplying you with information about squash in general;
    • Responding to communications from you;
    • Supplying you with communications from the Squash Club, e.g. newsletters, information about leagues, information about Spencer Squash Club, the Sports Club, third parties with an interest in squash etc. You will be given an opportunity to unsubscribe or opt-out at any time where this does not impact on the contractual obligations of membership (please refer to the Terms and Conditions of Membership (insert link) for more details);
    • Analysing your use of Our Site and gathering feedback to enable Us to continually improve Our Site and your user experience;
  • In some cases, the collection of data may be a statutory or contractual requirement, and We will be unable to provide a service to you without your consent for Us to be able to use such data.
  • We will not send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended in 2004, 2011 and 2015.
  • Under GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following basis applies:
    • you have given consent to the processing of your personal data for one or more specific purposes;
    • processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract;
    • processing is necessary for compliance with a legal obligation to which we are subject;
    • processing is necessary to protect the vital interests of you or of another natural person;
    • processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and/or
    • processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

6. How and Where Do We Store Your Data?

  • We store the information that you have inputted into your profile in the members area of the website and will deactivate accounts when your membership is terminated. You always have control over the data that is stored in your profile and you can access your account to delete data that is held there, prior to terminating your membership.  Once a membership is terminated, we will store only the information that remains in your profile until such time as your user account is reactivated again, or for no longer than as is necessary without limitation in line with the requirements under the Data Protection Act 1998.
  • We store only additional information that is necessary for optimising performance of the Squash Club via the following mediums:
    • The website: Data on users each time that we run backups of the website
    • Google Analytics: Data on user experience of the website.
    • Social Media: Links are held on the website that will capture information that is held on social media (e.g. Facebook)
    • The Leagues and league management: Data that is necessary to manage the leagues and communicate that information to you.
    • Email auto-responder: Your name, email address, membership level and other relevant information is fed into an email auto-responder that provides behavioural details regarding the processing of email communications.
  • We can move records between our computers and IT systems, as long as your details are protected from being seen by others without your permission.
  • Some or all of your data may be replicated to places stored or transferred outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein) for optimised performance in user connectivity All possible security and encryption measures are taken by ourselves.  Our hosting providers also take additional steps in line with their own data protection policies. You are deemed to accept and agree to this by using Our Site and submitting information to Us. If We do store or transfer data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the EEA and under the GDPR. Such steps may include, but not be limited to, the use of legally binding contractual terms between Us and any third parties
  • Data security is of great importance to Us, and to protect your data We have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through Our Site.
  • Notwithstanding the security measures that We take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to Us data via the internet.

7. Do We Share Your Data?

  • We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers and other information. All such data will be anonymised and will not include any personally identifying information. We may from time to time share such data with third parties such as partners and advertisers. Data will only be shared and used within the bounds of the law.
  • In certain circumstances We may be legally required to share certain data held by Us, which may include your personal information, for example, where We are involved in legal proceedings, where We are complying with the requirements of legislation, a court order, or a governmental authority. We do not require any further consent from you in order to share your data in such circumstances and will comply as required with any legally binding request that is made of Us.

8. Your Right to Withhold Information and Your Right to Withdraw Information After You Have Given it

  • You may access all pages of Our Site apart from our membership and booking system without providing any data at all. However, to use the membership and booking system on Our Site you may be required to submit or allow for the collection of certain data.
  • You may restrict your internet browser’s use of Cookies. For more information, see section 10.
  • You may withdraw your consent, for Us to use your personal data as set out in section in 5 at any time, by contacting Us using the details set out in section 13.
  • We will allow you to delete Your data from Our membership and booking system before closing your account and delete your details from any other applications containing Our name. However, you acknowledge this may limit Our ability to provide a service to you.
  • If you don’t agree to us keeping records of information about you and your membership, then we will not be able to accept you as a member, or to renew your membership, and we will not be able to answer any queries you may have at a later date.

9. How Can You Access Your Data?

You have the legal right to ask for a copy of any of your personal data held by Us (where such data is held). Please contact Us for more details at connect@spencersquash.club, or using the contact details below in section 13. Alternatively, please refer to the Sports Club’s Data Protection Policy.

10. What Cookies Do We Use and What For?

  • Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our services. For more details, please refer to section 5, above, and to section 10, paragraph 6 below. We have carefully chosen these Cookies and have taken steps to ensure that your privacy is protected and respected at all times.
  • By using Our Site you may also receive certain third party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Us. For more details, please refer to section 5, above, and to section 10, paragraph 6 below. These Cookies are not integral to the functioning of Our Site.
  • All Cookies used by and on Our Site are used in accordance with current English and EU Cookie Law.
  • By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow only first party Cookies and block third party Cookies.
  • The following first party Cookies may be placed on your computer or device:
Name of Cookie Purpose Strictly Necessary

and the following third party Cookies may be placed on your computer or device:

Name of Cookie Purpose Necessary
_ga Google Analytics collection of analytical data about the site, to help us improve the sites performance. All information this cookie collects is aggregated and therefore anonymous. Yes
_gat Google Analytics collection of analytical data about the site, to help us improve the sites performance. All information this cookie collects is aggregated and therefore anonymous. Yes
_gid Google Analytics collection of analytical data about the site, to help us improve the sites performance. All information this cookie collects is aggregated and therefore anonymous. Yes
_gali Google Analytics collection of analytical data about the site, to help us improve the sites performance. All information this cookie collects is aggregated and therefore anonymous. Yes
NID Used by Google to store user preferences and information of Google maps. Yes
Facebook cookie Data collection for the Facebook ‘like’ link Yes

 

  • Our Site uses analytics services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling Us to better understand how people use Our Site. This, in turn, enables Us to improve Our Site and the service offered through it. You do not have to allow Us to use these Cookies, as detailed below, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you.
  • You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
  • You can choose to delete Cookies at any time however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
  • It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

11. Summary of Your Rights under GDPR

Under the GDPR, you have:

the right to request access to, deletion of or correction of, your personal data held by Us;

  • right to complain to a supervisory authority;
  • be informed of what data processing is taking place;
  • the right to restrict processing;
  • the right to data portability;
  • object to processing of your personal data;
  • rights with respect to automated decision-making and profiling (see section 12 below).

To enforce any of the foregoing rights or if you have any other questions about Our Site or this Privacy Policy, please contact Us using the details set out in section 13 below.

12. Automated Decision-Making and Profiling

  • In the event that We use personal data for the purposes of automated decision-making and those decisions have a legal or similarly significant effect on You, You have the right to challenge to such decisions under GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from Us
  • The right described in section 12, paragraph 1 does not apply in the following circumstances:
    • The decision is necessary for the entry into, or performance of, a contract between the You and Us
    • The decision is authorised by law;
    • You have given you explicit consent.

13. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please contact Us by email at connect@spencersquash.club.  Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 9, above).

14. Changes to Our Privacy Policy

We may change this Privacy Policy as we may deem necessary from time to time, or as may be required by law. Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.