Privacy Notice

This notice explains how the Esher Tennis & Padel Club app (“the app”) handles your personal data. It covers the app specifically. For the club’s wider handling of member data, please see the club’s main Privacy Policy for Members.

Who is responsible for your data

The data controller is Esher Lawn Tennis Club (the “Club”), of 7 Milbourne Lane, Esher, Surrey KT10 9DU. If you have any questions about your data or want to exercise your rights, contact the Club Secretary at hello@eshertennis.co.uk.

What the app collects

The app collects only what it needs to run the ladders and mix-in bookings:

• Your name, as shown to other members on the ladders, in mix-in attendee lists, and in the club activity feed.
• Your email address, used to sign you in and to send you app notifications.
• Your mobile phone number — optional. You only provide this if you choose to, and it’s only used as described below.
• Your match results and ladder position, so the ladders work and your history is recorded.
• Your mix-in bookings, so we know who’s coming to each session.

If you sign in with Google, we receive your name and email address from Google to create your account. We don’t receive your Google password.

Why we collect it, and our legal basis

We process this data in the Club’s legitimate interests as a membership organisation — to run the ladders and mix-in sessions, and to let members arrange matches with one another. This mirrors the Club’s existing practice of enabling members to contact each other to arrange matches.

Sharing your contact details with other members

To arrange a ladder match, the players involved need to be able to reach each other. So:

• When a challenge is accepted, your email address is shared with your opponent (or, for padel, with the other pair) so you can arrange when to play.
• If you have added a mobile number and switched on “share my number with opponents”, your number is shared in the same way, so opponents who prefer to arrange matches by text or WhatsApp can do so. If you don’t add a number, or leave the sharing switch off, only your email is shared.

Your phone number is never shown on the ladder, in public lists, or to anyone other than an opponent in an accepted match. We don’t use it for anything other than arranging matches.

Other than this member-to-member sharing, we don’t sell or share your personal data with outside organisations for their own use.

Emails we send you

The app emails you about your account and what you do in it — for example sign-up and password-reset emails, booking confirmations, session reminders, challenge and match updates, and results. These are essential to using the app, so they can’t be switched off while you have an account. We don’t send marketing emails. If we ever add non-essential emails, such as club news, you’ll be able to opt out of those in your profile.

How long we keep your data

We keep your data while you have an account. If you delete your account (see “Your rights” below), we permanently remove your personal details — your name, email address and phone number — along with your ladder place and mix-in bookings. Matches you played stay on the other player’s record so that their results still add up, but your name is removed from them and shown as “Former member”, so they can no longer be linked to you.

Your rights

You have the right to access the personal data we hold about you, to have inaccurate data corrected, and to have your data deleted. You can:

• Edit your name, email preferences and phone number in your profile at any time.
• Delete your account from your profile, which removes your personal details as described above.
• Contact the Club Secretary (details above) for anything else, including any request relating to your data.

Security

The app stores your data with our hosting and database providers using industry-standard protection. Only Club administrators of the app can access member data for the purpose of running the ladders and sessions.

Changes to this notice

We may update this notice as the app develops. The date at the top shows when it was last changed.

Questions? Contact the Club Secretary at hello@eshertennis.co.uk. Back to the app.