Data Protection

TennAce Academy is the Data Controller and is committed to complying with our legal responsibilities under data protection laws. We take your privacy seriously and will ensure your personal information is kept secure. When we collect, use, share, retain, or do anything else with your personal information (known collectively as ‘processing’), we are regulated under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, and act as a ‘Data Controller’ of your information.

This policy applies to you if you are:

  • An existing or prospective member of our academy;

  • A person with parental responsibility for a member.

About us:

TennAce Academy is a registered venue with the Lawn Tennis Association (LTA), the governing body for tennis in the UK.

Information we collect about you:

The categories of personal information we process include:

  • Contact details – name, address, date of birth, email address, and phone number.

  • Payment details – bank account number, sort code, and card details.

  • Any relevant medical conditions and/or disabilities and additional related information.

  • Other relevant individual needs, for example, information about learning, religious, or other requirements.

  • Any individual risk assessments (participants and others if applicable).

  • Details of any reasonable adjustments or steps taken to support your individual needs.

  • LTA membership details* (confirmed by the LTA upon joining or renewing).

  • Participant attendance and achievement records.

  • Any communications from, to, or relating to you.

  • Details relating to standards of conduct.

  • Any accident or incident reports, including details of injuries.

Our purposes for processing information about you:

We use your information for:

  • Confirming your academy registration & tennis classes or other activities

  • Notifying you about changes to terms and conditions.

  • Informing you when it's time to renew membership or re-register for activities.

  • Processing payments.

  • Providing you with the benefits and services to which you have subscribed.

Legal obligations :

We have a duty of care to ensure the safety of participants during tennis activities. It is essential to inform us of any pre-existing conditions or risks that may affect participation. We review health information provided to conduct risk assessments in consultation with you and relevant professionals.

We rely on legitimate interests for:

  • Responding to communications, concerns, or complaints and seeking feedback.

  • Maintaining attendance registers, progress records, and waiting lists.

  • Monitoring completion of safeguarding training and criminal record checks.

  • Filming for coaching purposes.

  • Photography and filming to promote the academy.

We obtain your consent for:

  • Using your email or telephone numbers for marketing purposes.

  • Taking photographs and videos at academy events or training for publication.

You have the right to withdraw your consent at any time.

Direct Marketing

With your consent, we will send you newsletters and information about our activities, services, and products that might interest you.

Transfers of data out of the EEA

We will not transfer or store your personal data outside the UK or the European Economic Area (EEA).

Your rights You have the right to:

  • Be informed about how your information is processed.

  • Access your personal data.

  • Rectify inaccurate data.

  • Delete data (unless there is a valid lawful reason to retain it).

  • Restrict or block data processing.

  • Portability of data.

  • Object to processing based on legitimate interests.

  • Object to direct marketing activities.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being lost, accessed, or used without authorization. We hold all information on a cloud based system called Coacha, you will have had sight of their privacy policy when you registered with TennAce.

How long we keep information about you

We retain your personal data as long as necessary to provide the services you have subscribed to, or where we have another legitimate and lawful reason to do so.

Changes to the privacy notice

We keep our privacy notice under regular review. This notice was last updated on 14th April 2024.

If you have any questions or concerns about this data protection policy or how we handle your personal information, please contact us at info@tenn-ace.com.

Thank you for trusting TennAce Academy with your personal information.