The Vagabonds Club, Pinner - Data Protection Policy

With effect from 25 May 2018, the Data Protection Act 1998 will be replaced by the EU ‘General Data Protection Regulation’ or ‘GDPR’ as amended by the UK Data Protection Bill.

Contact of members by the Club:

Under GDPR, members must agree to be contacted by the Club IN CONNECTION WITH CLUB ACTIVITIES rather than ticking a box to ‘opt out’. 

It is vital that members tick the relevant boxes on the Personal Data Consent Form on membership renewal or on initial membership application.

The Club fully endorses and adheres to the principles of Data Protection legislation and will:

  • Only collect information needed for the administration of the Club
  • Keep the information secure
  • Ensure the information is relevant and up to date
  • Only hold as much information as we need and for as long as we need
  • Only use the information to contact Members if we have the specific approval of members
  • Allow Members to see the information held on written request.

Information Held:

Personal Data provided by members on membership renewal or on their initial membership application forms is held on password controlled membership software. This Data comprises, for Adult and Junior members -  Name, address, telephone numbers and e mail address.

(For members below 16 years of age, a parent will be required to give their consent to personal data being held).

Data is deleted when members cease to be members for any reason.

Use of Information by the Club:

Where relevant approval has been received from a member in connection with Club activities, their personal data can be transferred from the membership software.

Basic personal data for members is held on the Treasurer’s and Secretary’s computer systems plus those of the 3 Section Leaders (Tennis, Bridge and Table-tennis). These are private computer systems and are password controlled.

Such data will not be passed to other third parties or used in any way not directly related to Club activities. By way of clarification, the Club may choose to supply where appropriate all or some of your personal data to one or more of the bodies overlooking the sports in which you are engaged at The Vagabonds Club. This will be primarily related to your possible participation in the sport of your Vagabonds Club membership on a local or national basis. We would expect those bodies to become GDPR (General Data Protection Regulation) compliant and to state so publicly on their websites no later than 25th May 2018.

Members who pass personal information to coaches at the Club should be aware that the Club will not forward such information from Club records to the coaches. If felt necessary and relevant, members should take their own steps to ensure GDPR compliance by the coaches. Members should note that such personal information regarding children is particularly sensitive and that only children over the age of 16 are able to provide their own consent.


The Club has not registered with the Information Commissioner’s Office.

Right to see information held by the Club:

Members may in writing contact the Club Treasurer or Club Secretary to see a copy of the information held for them on the membership software.

[Version 4 – April 2018]