Galway Lawn Tennis Club Privacy Policy

26th February 2024

This privacy Policy sets out the way Galway Lawn Tennis Club (“GLTC”) processes the
personal data of our members as well as other individuals for whom we provide services e.g.
coaching. The purpose of this Policy is to make you aware of how we use your personal data
in accordance with our obligations under the General Data Protection Regulation (“GDPR”)
and the Data Protection Acts 1988 – 2018. GLTC is the data controller of your personal data

How We Collect Your Information

We may collect your personal data in a number of ways, namely:
• Directly from you, when you fill in an application for membership, when you make
enquiries on our website, when you provide information via GLTC’s club management
software or court booking system, or when you interact with us during your time as a member
in various other ways (for example, where you enter a competition, renew your membership,
sign up for a course or lessons);
• From someone else who has applied for membership on your behalf (for example a family
• When non-members enrol for coaching or avail of other services provided by GLTC.

The Types Of Information We Collect

We may collect the following types of personal data about you:
• Contact and communications information, including your contact details (including
email address(es), telephone numbers and postal address(es), records of
communications and interactions we have had with you), gender details, date of birth
and playing ability / interests;
• Financial information, (which may include bank and/or payment card details);
• Certain other information which you volunteer when making use of your membership
benefits (for example, when making court bookings or making use of GLTC
• We may also collect data about your health or medical conditions, where you have
volunteered this, for example so that we can cater for you when you attend a social
event or a coaching course/camp.

How We Use Personal Data

Personal data provided to us will be used for the purposes set out at the time of collection
and, where relevant, in accordance with any preferences you express.
More generally, we will use your personal data for the following purposes:
• Administration of GLTC legitimate business interests & GLTC membership,
• informing you about GLTC policies and rules, court / facilities opening hours;
• taking payment of membership, coaching and other fees;
• Fulfilment of performance of a contract & orders for goods and services, including
court bookings;
• Providing GLTC members with contact details (name, phone numbers, email,
membership category) of other members to facilitate team and social match play. This
data must not be used for any other purpose by members, for example, but not limited
to, making commercial offers, promoting business interests or charitable activities.
• Research and statistical analysis about who is playing tennis, badminton & squash or
using the gym at GLTC;
• Communication about GLTC news and activities that we think may be of interest to
• Storing your details on the software platform we use for our online GLTC member
management database, website and court booking system. Please note that your own
use of the software or system is subject to the Terms and Conditions and Privacy
Policy published on that site;
• Promoting GLTC events and other tennis, squash or gym related matters
• Processing of Payroll & HR data for members of GLTC personnel

Your Marketing Preferences

We will always respect your wishes in respect of what type of communications you want to
receive from us and how you want to receive them. There are some communications,
however, that we need to send you regardless of your marketing preferences in order for us to
fulfil our contractual obligations to you as a member of GLTC. Examples of these essential
service communications are:
• Records of transactions, such as payment receipts or payment confirmations (as
• Membership related mailings such as your membership renewal reminder, notices of
formal meetings and information about venue closures and holiday opening hours.
You are in control of how we communicate with you. You can decide not to receive the
Newsletter (although we may still use the Newsletter for essential service communications)
or other non-essential service communications and can update your choices and/or your
contact details by contacting us at:

Email: [email protected]

Sharing Your Information with Others

We do not sell or share your personal data for other organisations to use other than as set out
below. Personal data collected and processed by us may be shared with the following third
parties, where necessary:
• Our employees and member volunteers, for the purposes of administering your
membership and giving you access to the membership benefits and services to which
you are entitled.
• Our contractors and suppliers, including coaches, and any provider of membership
management services, court booking and website services

How Long Your Information Is Kept?

We keep your personal data only for as long as necessary for each purpose we use it. For
most membership data, this means we retain it for so long as you have a valid club
membership and for a period of three years after your last interaction with us (for accounting,
tax reporting and record-keeping purposes).

Your Rights

Under certain circumstances, you have the right to:
• Request access to your personal data (commonly known as a “data subject access
request”). This enables you to receive a copy of the personal data we hold about you
and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to
have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove
personal data where there is no lawful reason for us continuing to process it. You also
have the right to ask us to delete or remove your personal data where you have
exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate
interest (or those of a third party) and there is something about your situation which
makes you want to object to processing on this ground. You also have the right to
object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us
to suspend the processing of personal data about you, for example if you want us to
establish its accuracy or the reason for processing it. You can also withdraw your
consent, where this is the basis for our processing your data (without affecting the
lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.

Please note that the above rights are not absolute, and we may be entitled to refuse requests
where exceptions apply.

Contact And Complaints

If you have any queries about this privacy policy or how we process your personal data, or if
you wish to exercise any of your legal rights, you may contact
• Email: [email protected]
• by telephone: 091 522353

If you are not satisfied with how we are processing your personal data, we would encourage
you to contact the GLTC Office in the first instance so that we can seek to address any
concerns you might have. If you are still not satisfied, you can make a complaint to the Data
Protection Commission by contacting them at 21 Fitzwilliam Square South, Dublin 2, D02
RD28 or using their web forms on