For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Virtus Leisure
Management (VLM) (the “Venue”) of Avebury Road, Orpington, BR69SA.
For the purposes of the GDPR and UK data protection laws, “the member” is anyone that has purchased a service or completed a course or
activity at BTC.
About this document
This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of
how we use your data as a member of our tennis venue.
How we collect your information
We may collect your personal data in a few limited ways, namely:
- Directly from you, when you take out membership or purchase a service, when you make enquiries on our website, when you provide
information via VLM content management software, when you complete a Coach Education course, or when you interact with us during
your time as a member in various other ways.
- From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided
us with your contact details for that purpose);
- From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about
courses)
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) and records of purchases, communications and interactions we have had with you);
- Financial information, including Direct Debit details;
- Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings
or making use of other Venue facilities).
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 Coach Education course.
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 your VLM booking, including:
- informing you about Coach Education courses
- taking payment for Coach Education courses
- Fulfilment of orders for goods and services, including Coach Education bookings;
- Research and statistical analysis about who is attending our coach education courses
- Where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and
participation in the game generally);
- Communication about our Coach Education activities that we think may be of interest to you;
- Storing your details on the software platform we use for our online Venue member management database.
- Promoting our Venue and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching
courses, and organisers of tennis events) where we think this will be of interest to you;
- Where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have
your consent, as applicable.
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 user of our Coach Education Services. Examples of these essential service communications
are:
- Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
- Information about courses you are booking on to including course information, venue information, tutor information or any need to
change prior arrangements.
You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:
Telephone: 0204 513 2676
Email: info@virtuslm.co.uk
Post: Virtus Leisure Management c/o Bromley Tennis Centre, Avebury Road, Orpington, BR69SA
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 volunteers, for the purposes of administering your bookings or queries.
- Our contractors and suppliers, including coaches, any provider of booking management 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 pieces of data, this means we retain it for so long as you have a valid account and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).
Your rights
Under certain circumstances, by law 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 good 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 particular 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 Sarah Langford
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can
find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.