Privacy Policy

Welcome to Crawley Community Table Tennis Club ("CCTTC"). Your privacy is important to us, and this Privacy Policy explains how we collect, use, disclose, and protect your personal information. By using our services or accessing our website, you agree to the terms outlined in this policy.

1. Information We Collect

We may collect and process the following types of personal information:

• Your details: name, email address and phone number.
• Date of birth, for participants. It tells adults from under-18s and shows when a parent or guardian must give consent. It is required for anyone under 18.
• Parent or guardian details: for anyone under 18, the parent or guardian's name and contact details, and a record that they gave consent for the child.
• Emergency contact: a name and phone number, collected when someone joins as a member (required for under-18s, optional for adults) and carried over from our previous system for existing members.
• Address and postcode, for members carried over from our previous system.
• Table Tennis England details: membership number, type and expiry date, kept for information.
• Bookings and attendance: which sessions you booked, cancelled or attended (or did not attend, or left early), and the price paid.
• Membership: your membership start and expiry dates.
• Payments and refunds: the amount, date and status, and the payment provider's reference. Card details are entered on our payment provider's own page (Stripe). We never see or store them. Payments for coached sessions are taken through a separate Stripe account held by one of our coaches (see section 8). All other payments, including membership and free play, go to the club's own Stripe account.
• Consents: what you agreed to (guardian consent, photo and video choice, marketing emails), the exact wording shown, and when.
• Member login: your email address and when you last logged in. You log in with a single-use link emailed to you; there are no passwords. If you choose "Keep me logged in", a secure code is also stored against your account, and in a cookie on your device, until you log out or it expires after 365 days. The link is stored only in scrambled form and deleted soon after it expires.
• What you submit: a copy of what you type into a form is kept as submitted, next to our tidied record.
• Communications and Website Usage Data: emails and correspondence you send us, and IP addresses, browser type, pages viewed, time spent on our website and other related analytics.
• Records carried over from our previous system (TTClubs): membership details, contact details, date of birth, address and emergency contact. Gender, medical agreement dates, mailing groups and booking counts were not carried over.

2. How We Use Your Information

We use your personal information for the following purposes:

• To take and manage bookings, memberships, renewals, payments and refunds, and to contact you about them.
• To send you the emails described in section 4.
• To contact a parent or guardian about a child's participation, safeguarding and club matters.
• To record who attended sessions and keep participants safe, including having an emergency contact for members.
• To respect photo and video choices: anyone without photo or video consent is flagged so coaches and the committee know.
• To improve our services, website and member experience, to comply with legal obligations and to resolve disputes.

3. Our Legal Basis for Using Your Information

We only use your personal information where the law allows us to:

• Bookings, memberships, payments, refunds and the emails about them: needed to carry out the booking or membership you asked for (contract).
• Accounting and tax records: a legal obligation.
• Photos and video, and marketing emails: your consent, which you can withdraw at any time.
• Attendance, emergency contacts, safeguarding and running the club safely: our legitimate interest in running a safe club, and protecting someone's vital interests in an emergency.
• A child's participation: through the parent or guardian's consent.
• Sharing a player's name with TT Leagues: needed for the entry into league matches that they asked for.

4. Emails We Send

• About what you have done, whether or not you agreed to marketing: booking confirmation; a reminder about 3 hours before a session; a cancellation notice; refund decisions; membership confirmation; a reminder 14 days and 3 days before a membership ends; and your login link. These are not marketing.
• Marketing (news and offers) only if you have ticked to agree. It is separate from everything above and you can withdraw at any time.

5. Children

• Children's information is collected through a parent or guardian, who confirms they are authorised to give consent.
• Identifiable photographs or video of under-18s are used only where parent or guardian consent has been given.
• A child's profile holds their name, date of birth, guardian link, emergency contact and consents. Bookings for a child are made by their parent or guardian, who receives the emails.

6. Photos and Video

• Whether we may use photos or video of you (or your child) on our website and social media is your choice. It is never a condition of booking or joining. If you choose nothing, we do not use them.
• You can withdraw consent at any time by contacting us. Withdrawal applies to future use. We may not be able to remove material that has already been published or shared.

7. Who Can See Your Information

Access to our records is limited to club officers and volunteers, and is set by the club for each role.

• The Chairman and committee members can view all our records, including payments and personal details, but cannot change them.
• The Secretary and the Treasurer can see payments and approve refunds, as can the club's system administrator. The Secretary can also change our records.
• The Head Coach and coaches manage sessions and see attendance registers. A register shows a person's name, whether they are under 18, a parent or guardian's name and phone number for children, and whether there is photo or video consent. It does not show emails, addresses, dates of birth or emergency contacts.
• Volunteers see the same attendance registers and can add notes to them, for example that someone arrived late.
• The League Manager sees what is needed to run the club's league teams.
• If someone is shown on our website as a committee member, only their name, role and, if they agree, a photo and short introduction appear. Never their contact details.

8. Sharing of Your Information

We do not sell or share your personal information with third parties, except in the following circumstances:

• Service Providers: we share information with trusted providers so we can run the club. This includes Stripe (or another payment provider we may use) to take payments and make refunds, and our email and website hosting provider (IONOS) to send emails and host the site and its backups.
• Coach payment account: when you pay for a coached session online, the payment is made to a Stripe account held by Amila Thilakarathna, one of the club's coaches, and not to the club's own account. The account holder can see the details Stripe shows for that payment, such as your email address, the name on the card, the amount and the date, and any refund made from that account. We still keep your booking details, and a refund is only made after a club administrator approves it.
• Legal Compliance: to comply with applicable laws, regulations, or legal processes.
• TT Leagues: if you tell us you want to represent the club in league matches, we share your name with TT Leagues so you can be entered. We send nothing about players who have not asked to play in the leagues. This is done by hand, outside our website.
• Club Affiliations: with national and regional table tennis associations (e.g., Table Tennis England) as required for membership or competition purposes.

9. Data Security

We are committed to protecting your personal information. We use appropriate technical and organisational measures to safeguard your data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Data Retention

We keep your personal information only for as long as we need it for the purpose it was collected, and for the periods below. After that we delete it, or remove the personal details and keep only anonymous totals. We review our records at least once a year to do this.

• Bookings and attendance: 3 years after the session.
• Membership records: 2 years after the membership ends.
• Payment and refund records: 6 years after the payment.
• A child's details (date of birth, guardian, emergency contact): kept with their booking and membership records, and no longer.
• Consent records (guardian, photo and video, marketing): for as long as the person's record is kept.
• Enquiries that never become a booking or membership: 12 months after the last contact.
• Login links: deleted daily once they have expired.

Encrypted backups are kept on a rolling basis for up to 2 years, so a person we have deleted can remain in old backups until they expire.

11. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct any inaccuracies in your personal data.
• Deletion: Request the deletion of your personal data when it is no longer needed.
• Restriction: Request a restriction on the processing of your personal data.
• Objection: Object to the processing of your personal data under certain circumstances.
• Portability: Request the transfer of your personal data to another organisation.

To exercise any of these rights, please contact us using the details below.

12. Cookies

We use cookies and similar technologies to run this website, remember your choices, and — only with your consent — to show embedded content such as maps and videos. When you first visit, you can choose "Accept" or "Necessary only", and change your mind at any time using the "Cookie settings" link in the footer.

Strictly necessary

Always active, since the site cannot work without them: a session cookie that keeps the site working as you move between pages, and a security cookie that protects forms from being submitted by anyone other than you. These do not require consent.

Staying logged in (members only): if you tick "Keep me logged in on this device" when you log in, we set a cookie that keeps you logged in on that device for up to 365 days, so you do not need a new login link each visit. It is only set if you leave the box ticked, and logging out removes it. Please untick the box on a shared or public computer.

Functional

A first-party cookie remembers, for up to 30 days, which advert or link brought you to the site, so we can link an enquiry you submit to the right source. It does not track you across other websites and is never shared with an advertiser.

Third-party embedded content

Some pages include a Google Maps location or a YouTube/Vimeo video. These are only loaded after you accept cookies, or choose to view that individual item — until then, no third-party cookie is set. Once you view them, Google, YouTube or Vimeo may set their own cookies; see their own privacy policies for details.

Advertising

Meta Pixel: if you choose "Accept" on our cookie banner, our website uses the Meta Pixel, which tells Meta (the company behind Facebook and Instagram) which pages you looked at, so our adverts can reach people likely to be interested. If you do not accept, the Pixel does not run. Some pages built for a specific advertising campaign may also include another tracking code (such as a Google Ads tag), which likewise only loads after you accept cookies.

Facebook and Instagram lead forms: when you fill in the form on one of our Facebook or Instagram adverts, Meta passes us what you typed (your name, email address, phone number and your answers to the form's questions) and which advert you came from. We use it only to contact you about your enquiry and your free first session. Filling in the form is not agreement to marketing emails.

Telling Meta what happened: so that our adverts can reach people likely to enjoy the club, we tell Meta when something happens after an enquiry, such as a first session being booked, attended, or the person joining. We send this as scrambled (hashed) versions of your email address, phone number and name together with Meta's own reference for your enquiry. We do not send payment details, dates of birth, addresses or anything about a child. Meta's handling of information is explained in Meta's own privacy policy.

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to read the privacy policies of any third-party websites you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the "Effective Date" will be updated accordingly. Please check back periodically to review any updates.

15. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:

Crawley Community Table Tennis Club
Satvik Centre, Shree Swaminarayan Mandir (I.S.S.O), Bonnetts Ln, Crawley RH11 0NY
Email: admin@ccttc.co.uk
Phone: 07417 450771

Thank you for being a valued member of Crawley Community Table Tennis Club!