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Privacy Policy

Our Tennis Coaching Privacy Policy

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Last Updated: 2nd February 2025

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Tennis Rocks is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, and store personal data for members, players, parents/guardians, visitors, and staff involved in our coaching programmes and related activities.

 

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1. Who We Are

 

Tennis Rocks is a tennis coaching provider delivering sessions, camps, events, and private lessons at various locations. We are the data controller responsible for handling your personal information.

 

Contact Details:

Email: admin@tennisrocks.co.uk

Data Controller: Paul Rock

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2. What Personal Data We Collect

 

When you register or participate in our activities, we may collect the following information:

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  • Full name and contact details (email address, telephone number, home address)

  • Emergency contact details

  • Name and date of birth of the participant (for junior players)

  • Medical or accessibility information (where provided)

  • Payment records and booking history

  • Photographs and video footage from coaching sessions or events

 

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3. How We Use Your Data

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We use personal data to:

 

  • Register yourself or your child for tennis activities

  • Communicate schedules, cancellations, updates, or important information

  • Ensure safeguarding, health and safety, and emergency care

  • Process bookings, payments, and administration

  • Promote Tennis Rocks through marketing and social media (see Section 6)

  • Monitor and improve our services

 

 

4. Legal Basis for Processing

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We process your data under the following legal bases:

 

  • Contractual necessity – to provide the coaching services you have requested

  • Consent – where required, such as for the use of photographs and video

  • Legal obligation – for safeguarding and safety compliance

  • Legitimate interests – for effective management and communication

 

 

5. How We Store and Protect Your Data

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  • All personal data is stored securely using password-protected digital systems

  • Access is restricted to authorised staff members only

  • Any paper-based records are kept in locked storage and disposed of securely when no longer required

 

We do not store payment card details. All financial transactions are processed securely through trusted third-party providers.

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6. Photography and Video

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Photographs and videos may be taken during coaching sessions, group activities, or special events. These may be used to promote Tennis Rocks through social media, the website, printed materials, and other marketing platforms.

 

By completing your registration and payment, you acknowledge and agree that:

 

  • You, or the participant you are registering, may be photographed or filmed.

  • Due to the nature of group activities, it may not always be possible to avoid inclusion in general media content.

 

If you do not wish yourself or your child to be included in such media, please notify us in writing before attending, by emailing admin@tennisrocks.co.uk. We will do our best to accommodate your request, although full exclusion from group images cannot always be guaranteed.

 

 

7. Sharing Your Data

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We do not sell or share your data for marketing purposes. We may only share your information with:

 

  • Coaching staff (for communication, safety, and safeguarding)

  • Emergency services (in the event of an incident)

  • Payment processors (to handle transactions)

  • Delivery partners (for joint activities or events, only when necessary)

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8. Data Retention

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We retain your information only as long as necessary for the purposes outlined:

 

  • Booking and attendance records – up to 6 years (for safeguarding and insurance reasons)

  • Medical and emergency contact information – retained only for the period relevant to participation

  • Photographs and videos – retained indefinitely unless a removal request is received

 

 

9. Your Rights Under UK GDPR

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You have the right to:

 

  • Request access to your personal data

  • Ask for corrections to inaccurate or incomplete data

  • Request deletion of your personal data (where legally permissible)

  • Object to or restrict certain types of processing

  • Withdraw consent at any time (e.g., for photo use)

 

To exercise these rights, please contact us at admin@tennisrocks.co.uk.

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10. Changes to This Policy

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We review this Privacy Policy annually and will update it as required. Any changes will be communicated to members via email, newsletter, noticeboards, or through our website.

 

 

11. Contact and Complaints

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If you have any questions or concerns about this Privacy Policy or how we process your data, please contact:

 

Email: admin@tennisrocks.co.uk

 

If you remain dissatisfied, you have the right to contact the Information Commissioner’s Office (ICO): Website: www.ico.org.uk

 

Thank you for trusting Tennis Rocks. We're committed to creating a fun, inclusive, and safe environment for everyone involved.

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