Privacy Policy
1. Introduction
JRW Tennis ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect personal information relating to players, parents, guardians and other individuals who engage with our coaching programmes, holiday camps, private lessons, events and services.
By registering for or participating in any JRW Tennis activity, you acknowledge that your information will be processed in accordance with this Privacy Policy.
Contact Details
JRW Tennis
Email: jrwtennis1@gmail.com
2. Information We Collect
We may collect and process the following information:
Participant Information
- Full name
- Date of birth
- Age
- Gender (where relevant)
- Tennis experience and playing level
- Attendance records
Parent/Guardian Information
- Full name
- Email address
- Telephone number
- Emergency contact information
Health and Emergency Information
- Medical conditions relevant to participation
- Allergies
- Medication requirements
- Emergency contact details
Booking and Payment Information
- Booking records
- Subscription details
- Payment records
- Transaction history
Please note that payment card details are processed by secure third-party payment providers and are not stored by JRW Tennis.
Communication Information
- Emails
- Text messages
- WhatsApp communications
- Enquiries submitted through forms or registration systems
Photography and Video
Where consent has been provided, photographs and video recordings may be taken during coaching sessions, camps, tournaments and events.
3. How We Use Your Information
We use personal information to:
- Register participants for coaching programmes and events
- Deliver coaching services
- Manage subscriptions and bookings
- Communicate programme information and updates
- Notify participants of schedule changes and cancellations
- Ensure participant safety and welfare
- Respond to enquiries
- Manage emergency situations
- Maintain attendance records
- Improve our services
- Meet legal, safeguarding and insurance obligations
4. Photography and Video Consent
Photographs and videos may be taken during coaching sessions, holiday camps, tournaments and other JRW Tennis activities.
Where consent has been provided, images may be used for:
- Social media content
- Marketing materials
- Promotional campaigns
- Website content
- Programme information and newsletters
We will not knowingly identify children by full name alongside photographs without additional consent.
Parents and guardians may withdraw photography consent at any time by contacting JRW Tennis.
5. Communication Platforms
JRW Tennis may communicate with participants and parents through:
- Telephone
- SMS
- Other approved communication platforms
Where WhatsApp groups or similar communication groups are used, participants should be aware that contact details may be visible to other members of the group.
These groups are intended solely for coaching updates, announcements and programme-related communication.
6. Legal Basis for Processing
We process personal information under one or more of the following lawful bases:
- Performance of a contract
- Legitimate business interests
- Legal obligations
- Protection of vital interests
- Consent (including photography consent)
Where consent is relied upon, it may be withdrawn at any time.
7. Sharing Information
We do not sell personal information.
Information may be shared where necessary with:
- Coaches and authorised staff
- Venue operators
- Booking and registration providers
- Payment processing providers
- Professional advisers
- Insurance providers
- Safeguarding authorities
- Emergency services
- Government or regulatory bodies where legally required
Any third parties processing information on our behalf are expected to maintain appropriate security and confidentiality standards.
8. Data Security
We take reasonable measures to protect personal information from unauthorised access, loss, misuse or disclosure.
These measures may include:
- Password-protected systems
- Secure cloud storage
- Restricted staff access
- Secure communication methods
While we take appropriate precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.
9. Data Retention
We retain personal information only for as long as necessary for the purposes outlined in this Privacy Policy.
Typically:
- Participant records may be retained for up to three years after a participant leaves the programme.
- Financial records may be retained for longer periods where required by law.
- Safeguarding records may be retained in accordance with safeguarding guidance and legal obligations.
Information that is no longer required will be securely deleted or anonymised.
10. Your Rights
Under UK data protection legislation, you may have the right to:
- Access your personal information
- Request correction of inaccurate information
- Request deletion of your information
- Restrict processing of your information
- Object to certain processing activities
- Withdraw consent where consent has been given
- Request transfer of your information where applicable
Requests should be submitted to:
We may require proof of identity before responding to requests.
11. Children's Information
As many of our programmes are designed for children and young people, personal information relating to participants under the age of 18 is generally collected through parents or legal guardians.
We take additional care to ensure that children's information is handled appropriately and securely.
12. Website and Online Services
If JRW Tennis operates a website, it may use cookies and analytics tools to improve functionality and understand visitor usage.
Users can control cookie settings through their browser preferences.
Additional website-specific information may be provided separately through a Cookie Policy where required.
13. Changes to This Privacy Policy
JRW Tennis reserves the right to update this Privacy Policy from time to time.
The most current version will always be made available upon request and, where applicable, published on our website.
14. Contact Us
If you have any questions regarding this Privacy Policy or how your information is handled, please contact:
JRW Tennis
Email: jrwtennis1@gmail.com