Privacy policy

What we collect

• Your name — to know who’s in the club and who’s booked a court.
• Your email address — to send your gate code, booking confirmations, renewal reminders, and the occasional club update.
• Your phone number (optional on bookings) — so we can reach you if something changes about your booking.
• Your postal address (optional, members only) — used only for the membership record. We don’t post you anything unless you ask.
• Payment details — when you pay for membership or a court booking, the payment goes through Stripe. We never see your card details. Stripe sends us back only a confirmation that the payment succeeded and a reference number we can match to your booking or membership.

Why we collect it

Two purposes only:

1. Membership management — keeping a record of who’s a member, who’s due for renewal, and emailing you your gate code.
2. Court bookings — taking your booking, sending the confirmation, and contacting you if there’s a problem.

We don’t use your details for anything else. We don’t sell, rent, or share your information with anyone for marketing purposes. We don’t pass your email to any third party for their own use.

Who handles the data on our behalf

We rely on a few well-known services to run the site. Each only sees the data it needs to do its job:

• Stripe — payment processing. Sees your name, email, and card details (which we never see ourselves).
• Resend — sends our emails. Sees the email address it’s sending to and the message contents.
• Neon / Vercel — database and hosting. Hold the booking and membership records.
• igloohome — the gate-lock system. Holds the PIN we’ve issued you against an internal lock identifier. Doesn’t know your name or email.

How long we keep your data

Members: while your membership is active, plus two years after it ends. Two years gives us a sensible window to look up old records if questions come up (refunds, renewals, court access disputes), then we delete the personal details.

Guest bookings: kept for two years from the booking date, then deleted.

Contact-form messages: kept until we’ve dealt with what you got in touch about, then deleted.

Payment records: Stripe keeps payment records for as long as UK accounting and tax law requires (currently six years). That’s out of our hands — ask Stripe directly if you want to know more.

Your rights

Under UK GDPR you have the right to:

• See what we hold about you — we’ll send you a copy.
• Correct anything that’s wrong — email us and we’ll fix it.
• Have your data deleted — once you’re not a current member, we’ll erase your personal details on request. Some payment records may have to stay with Stripe for accounting reasons (see above).
• Object to how we’re using your data — tell us and we’ll stop, unless we’re required to keep it for a specific legal reason.

To exercise any of these, email play@bestwoodtennis.org and tell us what you’d like. We’ll respond within 30 days.

You also have the right to complain to the UK’s data regulator, the Information Commissioner’s Office (ICO), if you think we’ve mishandled your data.

Cookies

The site sets a small number of cookies needed to keep you signed in to the member dashboard and to remember your booking flow. We don’t use tracking, advertising, or analytics cookies.

Children

Junior members under 16 are signed up by a parent or guardian. We hold the same details as for adult members, on the same terms. We don’t direct any marketing at children.

Changes to this policy

If we change how we handle data, we’ll update this page and the date at the top. Material changes will also be emailed to current members.

Contact us

Bestwood Lodge Tennis Club
Pavilion Road, Arnold
Nottingham, NG5 8NL

Email: play@bestwoodtennis.org