Constitution
1. Title
The title of the Association shall be the “Ladies Real Tennis Association”, (hereinafter referred to as “the Association”).
2. Objectives
(a) To encourage and promote the game of real tennis;
(b) To represent the interests of its membership;
(c) To provide a forum for the discussion, development and promotion of real tennis and real tennis coaching;
(d) To organise and manage ladies’ tournaments and to assist in those events in which lady members participate;
(e) To express the views of the Association on all matters relating to real tennis;
(f) To maintain affiliation to the Tennis and Rackets Association; and
(g) To do such further things as may from time to time be necessary, incidental or conducive towards the attainment of all or any of the above objectives.
3. Membership
(a) There shall be four classes of membership:
(i) Honorary Life Membership may be conferred at the discretion of the Executive Committee,
(ii) Full Membership, which shall be open to all lady players,
(iii) Junior Membership, which shall be open to all lady players under the age of 21 as at the date of joining or renewing such class of membership, and
(iv) Social Membership, which shall be open to gentlemen and to non-playing ladies.
(b) All members may attend General Meetings of the Association, but only full members will be entitled to vote.
(c) Only full members of the association are eligible to become Officers or members of the Executive Committee.
(d) If, in the opinion of the Executive Committee, the conduct of any member is prejudicial to the best interests of the Association and/or the game of Real Tennis, such Committee, having first given the member an opportunity to furnish an explanation, shall have the power to terminate his/her membership.
4. Subscriptions
(a) The monetary amount of the annual subscription for each class of membership shall be determined from time to time by the Executive Committee, and ratified by the Association in General Meeting.
(b) Subscriptions shall be due on the first day of January in each year.
(c) The Executive Committee may, at its sole discretion, terminate the membership of any member who fails to pay his/her subscription within 3 calendar months of the due date. Any such member who wishes to have his/her membership reinstated, may apply to the Executive Committee, whose decision shall be final.
5. Officers
The Officers of the Association shall be the Chairman, Honorary Secretary and the Honorary Treasurer.
6. Executive Committee
(a) The affairs of the Association shall be managed by an Executive Committee which shall consist of the Officers of the Association, together with 6 Committee Members.
(b) The Executive Committee shall have the power to fill any vacancy that may arise, or to co-opt any additional members at its discretion, and any such co-opted member shall be entitled to vote at meetings of the Executive Committee.
7. Nominations and Elections
(a) Any two full members of the Association may nominate another such full member to serve as an Officer or as a member of the Executive Committee.
(b) Election for such Officers and Committee Members shall take place at the Annual General Meeting of the Association. The Officers thus elected shall hold office for a period of 3 years, with one Officer coming up for re-election each year by rotation. The Committee Members thus elected shall hold office for a period of 3 years, with 2 members coming up for re-election each year by rotation. The Members of the Executive Committee shall, subject to termination of their office or resignation, be eligible for re-election without further nomination.
8. Meetings
(a) At General and Executive Meetings of the Association the Chairman shall take the chair, or in her absence, a member of the Executive Committee.
(b) (i) Except where stated otherwise, all proposals shall be decided by a simple majority,
(ii) Any proposals arising from the floor at General Meetings may, at the Chairman’s discretion, be referred to the Executive Committee for their consideration, and
(iii) The Chairman of any meeting shall have the casting vote.
(c) At all General Meetings of the Association 12 members shall form a quorum and at Meetings of the Executive Committee 4 Officers and/or members shall form a quorum.
9. General Meetings
(a) General Meetings will be held from time to time during the British tournament season.
(b) The financial year shall end on the 31st day of January in each year and the Annual General Meeting shall be held on or before the 31st day of the following May, when the Audited Accounts and the Executive Committee’s Annual Report will be presented.
(c) The Honorary Auditor shall be appointed at the Annual General Meeting.
10. Requisition of Extraordinary General Meeting
(a) The Executive Committee or any 5 members of the Association may at any time lodge a requisition requiring the Secretary to call an Extraordinary General Meeting.
(b) The Secretary shall convene an Extraordinary General Meeting within 28 days of a requisition fully and clearly describing the objects of the meeting.
11. Property
The property of the Association shall be vested in the Executive Committee on behalf of the Association, and the property and the funds of the Association shall be managed by the Executive Committee.
12. The Constitution
(a) The Constitution shall not be altered or repealed except at an Annual General Meeting or at an Extraordinary General Meeting called for that purpose, and any alteration or repeal shall not be effected unless passed by a majority of two thirds of those full members present at the meeting and entitled to vote.
(b) Any decision or action of the Executive Committee in respect of any matter or thing on which this Constitution is silent shall be final and binding on the membership.
General Data Protection Regulation (GDPR)
Your privacy is important to us, we will keep your details secure and only use them for proper purposes. You can find out more about how we look after your personal information from our Privacy Notice, which can be found below. If you do not consent to being contacted, the LRTA will be unable to keep in touch with you in future.
You can withdraw or change your consent at any time by contacting the LRTA by email at: [email protected] or by post: The LRTA, c/o Seacourt Tennis Club, 20 Victoria Avenue, Hayling Island, Portsmouth PO11 9AJ
Privacy Notice
Personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by the Ladies Real Tennis Association (LRTA) which is the data controller for your data.
Other data controllers the LRTA works with:
- the Tennis and Rackets Association (T&RA)
- Real tennis clubs and Professionals in the UK and abroad.
- Governing bodies of real tennis in countries other than the UK.
- Other organisations with whom we deal in the course of our activities eg suppliers, sponsors.
We may need to share your personal data we hold with them so that they can work with the LRTA. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the LRTA and the other data controllers may be “joint data controllers” which means we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.
A description of what personal data the LRTA processes and for what purposes is set out in this Privacy Notice.
The LRTA will process some or all of the following personal data where necessary to perform its tasks:
- Names, titles, prefixes, and aliases, photographs, videos;
- Contact details such as telephone numbers, addresses, and email addresses;
- Where they are relevant to the activities of the LRTA, or where you provide them to us, we may process information such as gender, age, date of birth, marital status, real tennis handicap and results of matches etc., level of play, category of membership of the LRTA, membership of real tennis clubs and associations, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;
- Where members pay for activities/items such as annual subscriptions, tournament entry fees, purchase of our merchandise or we pay /receive funds in the course of our activities eg in dealings with suppliers or sponsors, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
- The personal data we process may include sensitive or other special categories of personal data such as racial or ethnic origin, mental and physical health, details of injuries, medication/treatment
How we use sensitive personal data
We may process sensitive personal data including, as appropriate:
- information about your physical or mental health or condition in order to monitor your fitness to be involved in our events;
- your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
- in order to comply with legal requirements and obligations to third parties.
These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
We may process special categories of personal data in the following circumstances: - In limited circumstances, with your explicit written consent.
- Where we need to carry out our legal obligations.
- Where it is needed in the public interest.
Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Do we need your consent to process your sensitive personal data?
In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
The LRTA will comply with data protection law. This says that the personal data we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data from loss, misuse, unauthorised access and disclosure.
We use your personal data for some or all of the following purposes:
- To inform you of our activities, matters relating to the LRTA and real tennis generally
- To confirm your identity;
- To contact you by post, email, telephone or using social media;
- To help us to build up a picture of how we are performing;
- Where necessary for the law enforcement functions;
- To enable us to meet all legal and statutory obligations;
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;
- To carry out the purposes of the LRTA and to promote its interests;
- To maintain our own accounts and records;
- To seek your views, opinions or comments;
- To process relevant financial transactions;
- To allow the statistical analysis of data .
- To facilitate contracts with you, eg of the supply of goods, sponsorship etc.
The LRTA, when collecting data via its website, does so in line with the policy of the website host, WordPress. The website may contain links to other websites of interest, please note that we do not have any control over those websites and so cannot be responsible for the protection and privacy of any information you provide when visiting such websites. You should exercise caution and look at the privacy notice of the website in question. Personal data may be put on the LRTA website, only to the extent that that it is necessary to make the website meaningful and useful for members and visitors and/or is included by consent or is necessary. Anyone can request that their personal data is removed from the website by contacting the LRTA using the contact details at the end of this Privacy Notice.
Our website is created by software provided by WordPress, a professional web-creation software company. WordPress does place cookies on your machine. These keep a count of visits to our site – in total and for each page, and provide us with totals of people who have viewed the site over a period. These cookies do not tell us any personal information – about your name, location or other details. The LRTA has no direct control over the cookies which WordPress uses.
If you do not wish to view sites which use cookies, you can make this option in the settings of your own device. But be aware that you will not be able to view or use some sites if you set this option to prevent cookies.
What is the legal basis for processing your personal data?
The LRTA runs the ladies real tennis in the UK and it needs to process personal data in order to operate, ie it has a legitimate interest in processing your personal data and needs to do so to perform its contract with you as a member/contractor etc. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the LRTA’s obligations to you.
Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.
Sharing your personal data
This section provides information about the third parties with whom the LRTA may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The data controllers listed above under the heading “Other data controllers the LRTA works with”;
- Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our business programs
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. The LRTA may retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
1) The right to access personal data we hold on you
At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
2) The right to correct and update the personal data we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3) The right to have your personal data erased
If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
4) The right to object to processing of your personal data or to restrict it to certain purposes only
You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
5) The right to data portability
You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
You can withdraw your consent easily by email or by post (see Contact Details below).
7) The right to lodge a complaint with the Information Commissioner’s Office.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Transfer of Data
Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems with an obligation to comply with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on this web page.
Contact Details
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at: The Data Controller, LRTA Email: [email protected] or Post: The Ladies Real Tennis Association, c/o Seacourt Tennis Club, 20 Victoria Avenue, Hayling Island, Portsmouth PO11 9AJ.
This Notice was last updated in May 2018.
Child Protection
Any tournament, match, coaching or other event organised by the LRTA in which juniors (under 18 years) are involved must be run in line with the T&RA’s Child Protection Policy and procedures (available from the T&RA via the T&RA website or contact the T&RA Chief Executive).
Any U18 must have a signed general consent form to playing in LRTA events (ie tournaments, matches, coaching or other events) in place before their entry to an LRTA event will be accepted. The general consent form can be found on the membership signup form (selecting the U18 membership option) or a printable copy is available here. Any U18 who does not already have such a consent must provide one to the event organiser or the LRTA Membership Secretary in order to have her entry accepted.
All Club professionals should have been vetted in line with government guidelines and each Club should have a Child Protection Policy and a Child Welfare Officer. Further, each Club should have its own Child Protection Policy, which may be based on the T&RA one but which may have additional provisions particular to that Club to which the LRTA must adhere. You should obtain a copy of the policy and find out who is the Child Welfare Officer and how to contact him/her.
To give a couple of examples, photography and changing facilities must be dealt with appropriately where juniors are involved. The LRTA person responsible for Child Protection must be consulted if you are in any doubt about running an event involving juniors.
Diversity and Inclusion Policy
Coming soon!