Your privacy and rights under the GDPR
The General Data Protection Regulation — European legislation setting up a standard set of privacy laws across Europe — became effective 25 May 2018. This document provides a review of how the IRTA uses your information, and your rights.
Who controls and processes your data?
The Irish Real Tennis Association is the data controller for your data. For email services, we use Campaign Monitor as a data processor. Contact details for the IRTA are at the bottom of every email we send out, and are also on our website.
Explicit consent to receive IRTA emails
In this section, ‘you’ means a person who is subscribed to our email list. If you are not subscribed to our email list, this section does not apply to you.
When starting the email list, we asked for explicit consent from you to be on the list. Only those who gave their consent were added to the list. If you subscribed yourself via our sign-up link, you went through an opt-in process which ensures you gave informed consent. If you joined the IRTA via our paper membership form, there was an explicit box which you could tick to give consent to join the list. If you did not tick the box, we manually sent you a one-time email to ask for your consent in case of oversight. You might also have contacted us directly to request we subscribe you to the list. In all these cases the IRTA considers that you have given explicit consent for your name and email address to be used for the purposes of operating this email list. We outline the purpose for which we collect this data on the sign-up page, and we have clarified this text in preparation for GDPR.
Necessary use of other personal data in pursuing the IRTA's legitimate interests
In this section, ‘you’ means a person who is a member of the IRTA. If you are not a member of the IRTA, this section does not apply to you.
As part of joining the IRTA, you may have provided various pieces of personal data. These are as requested on our membership form: Name, address, home and mobile telephone numbers, email address (with explicit opt-in for subscribing to the IRTA mailing list); which of four broad age categories you belong to (on earlier versions of the form); whether you are or have been a real tennis player, and if so where; your real tennis handicap; any other racquet sports played; quantities of polo shirts requested and in what sizes. The IRTA uses this information as necessary to pursue its legitimate interest of the promotion of the sport of real tennis. This is explained further in the section 'What data is collected and how is it processed?' below.
Necessary use of technical web-browsing data in pursuing the IRTA's legitimate interests
The IRTA's website does not use any tracking or analytics system. We do not set any 'cookies'. We do collect the following information about you when you visit this website: Date and time of visit; which page was requested; IP address of web client requesting the page; type of web browser used; any errors encountered. The IRTA uses this information as necessary to pursue its legitimate interests. This is explained further in the section 'What data is collected and how is it processed?' below.
What data is collected and how is it processed?
Data relating to operation of our email list. (Applicable to you if you are a subscriber to our email list.) All data relating to the email list is processed by Campaign Monitor, who are compliant with GDPR requirements. For the purposes of the email list, the data collected is the email address you provided, and the name you provided. Campaign Monitor collect information relating to the emails we send out, for example who opens the email, and who clicks on which links. The IRTA sometimes refers to this information; we have a legitimate interest in ensuring that the articles on our website and the contents of our emails are relevant to our subscribers. We retain this data for as long as you remain a subscriber to our email list. If we ever change the service we use to send out membership emails, we will ensure they provide a GDPR-compliant service.
Other personal data. (Applicable to you if you are a member of the IRTA.) If you are an IRTA member, then other data is processed by the IRTA. We gather broad summary information on our membership, for example how many members are residents of which countries, or how many members of what age category we have. We might, for example, share this summary information — but not any individual person's data — with state bodies when asking for support for our interests. When organising playing activities, for example tournaments, we share your name, contact details, and handicap information with the real tennis club hosting the event. We might also share your handicap with other real tennis organisations, for example the Real Tennis Online site. This is necessary so that clubs can organise events in a way which provides the best experience for all players. Your contact data is also used to allow the IRTA to contact you on matters relating to the IRTA. We use the polo-shirt information to send you the correct polo shirts and do not share it with anybody. We retain this data for as long as you are a member of the IRTA.
Technical web-browsing data. (Applicable to you if you browse this website.) It is occasionally necessary for us to study this data, for example to investigate problems with our website, or to see which pages are popular, so we can ensure our website content is of interest to its readers. We do not share this data with any other person or organisation. We retain this data for seven days, after which it is permanently deleted.
Your data rights and how to exercise them
Under the GDPR, you will have various rights in connection with your data. The following paragraphs explain how these rights are upheld by the IRTA.
The right to be informed. You have a right to be informed about the collection and use of your personal data. For example, you have a right to know the purposes for which it is kept and with whom it will be shared. This Privacy Statement provides you with this information.
The right of access. You have a right to access your personal data that is being held. In order to receive information about your data as held by the IRTA, please contact us via firstname.lastname@example.org.
The right to rectification. If any of your data as held by the IRTA is incorrect, please notify us and we will promptly correct it.
The right to be forgotten (erasure). You can unsubscribe from the IRTA's email list at any time using the link at the top of every email. When you unsubscribe, your data is retained and your account is marked as 'unsubscribed'. Instead, or as well as doing this, you can make a request to the IRTA (email@example.com) to have any data held about you permanently deleted. Please be aware, though, that this will stop us being able to work with you, as we will have no record of your membership.
The right to restrict processing. You may ask the IRTA to not process your data. For the email list, this is also known as 'unsubscribing'. After unsubscribing, you will no longer receive any emails from the IRTA at the subscription address. A link to unsubscribe is included at the top of every email (including this one). Alternatively you may contact the IRTA directly at firstname.lastname@example.org to request that your email address be unsubscribed. For other data, please contact the IRTA directly if you would like to request we stop processing your data. Please be aware, though, that this will stop us being able to work with you, as in 'The right to be forgotten'.
The right to data portability. You have a right to obtain a copy of the data you have explicitly provided to the IRTA to reuse for your own purposes or across different services. If you would like a copy of the data the IRTA holds on you in a form suitable for these purposes, please contact the IRTA directly (email@example.com).
The right to object. You have the right to object to processing at any point in time. The same conditions apply as described in 'the right to restrict processing' above.
Rights in relation to automated decision making and profiling. The IRTA does not carry out any automated decision making or profiling activities.
For further information
If you have any questions about how the IRTA works with your personal data, please contact us (firstname.lastname@example.org).