Table of Contents

Privacy Policy

Last updated: 14/Sep/2025

1. Introduction

Basingstoke Table Tennis Association ("we", "us", or "our") operates bdtta.org (the "Service") to manage table tennis matches, competitions and coaching in and around Basingstoke (Location). This Privacy Policy explains how we collect, use, and protect your personal information in compliance with the General Data Protection Regulation (GDPR).

2. Data Controller Information

Data Controller: Basingstoke Table Tennis Association (BDTTA)

Contact: Chris Parkyn/ Web site Administrator

Email: admin@bdtta.org

3. Information We Collect

3.1 Personal Information for League Registration

When you register to play in our league, we collect:

  • Full name
  • Home address
  • Date of birth
  • Phone numbers
  • Email address
  • Club/team affiliation

3.2 Account Information

For our restricted area access, we collect:

  • Username and password
  • Email address
  • Player role (Player, Captain, Admin)

3.3 Technical Information

We use cookies and similar technologies to collect:

  • Last viewed division information
  • Previously selected options and preferences
  • Session data for authenticated users

5. How We Use Your Information

5.1 Primary Uses

  • Managing league registration and player records
  • Organizing matches and maintaining league standings
  • Facilitating team communications
  • Facilitating coaching sessions communication
  • Providing access to the restricted player area
  • Improving website functionality and user experience

5.2 Access Restrictions

General Public

No personal information is displayed

Registered Players

Can access their own account information only

Coaching Staff

Can view names and email addresses of people signed up to coaching sessions

Team Captains

Can view names and phone numbers of players in within the league

Administrators

Can view all player details for league management purposes

6. Information Sharing and Disclosure

6.1 Within the League

  • Player contact information is available online for authenticated captains for legitimate league purposes
  • If selected during registration, we may share contact information to other leagues in the local area
  • Where registered for coaching sessions, the coaching team have access to contact information
  • League administrators have access to all player information for operational purposes

6.2 External Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except:

  • When required by law
  • With your explicit consent
  • To protect our rights or safety
  • With Table Tennis leagues affiliated with us, when consent has been provided during registration

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

  • Secure user authentication for restricted areas
  • Role-based access controls
  • Regular security updates and monitoring
  • Encrypted data transmission where appropriate
  • Secure hosting and backup procedures

8. Data Retention

We retain your personal information for as long as:

  • You have been an active participant in the league for past 5 years
  • You have registered to participate in coaching session
  • Required for legitimate operational purposes
  • Required by law or regulation

Historical league records may be retained in anonymized form for statistical purposes.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

Request a copy of the personal data we hold about you.

Request correction of inaccurate or incomplete personal data.

Request deletion of your personal data (subject to legitimate interests and legal requirements).

Request limitation of how we process your personal data.

Request transfer of your data to another controller in a structured format.

Object to processing based on legitimate interests.

Withdraw consent where processing is based on consent (this may affect service provision).
To exercise any of these rights, please contact us using the details in Section 2.

10. Cookies and Website Technology

10.1 Cookie Usage

We use cookies to:

  • Remember your last viewed division
  • Store your previous selections and preferences
  • Maintain your login session
  • Improve website functionality

10.2 Cookie Management

You can control cookies through your browser settings. Please note that disabling cookies may affect website functionality.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify users of material changes by:

  • Posting the updated policy on our website
  • Sending email notifications to registered users (where appropriate)
  • Updating the "Last updated" date at the top of this policy

12. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

Data Protection Contact

Name: Jon Clarke (Chair)

Email: admin@bdtta.org

Address: Basingstoke Table Tennis Association, 35-41 Essex Rd, Basingstoke RG21 7TB

13. Complaints

If you believe we have not handled your personal data in accordance with this policy or GDPR, you have the right to lodge a complaint with your local data protection authority.

UK Data Protection Authority

Information Commissioner's Office (ICO)

Website: ico.org.uk

Phone: 0303 123 1113

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