Privacy Policy

At the Edgbaston Priory Club we are dedicated to safeguarding and preserving your privacy when you visit our website, communicate electronically with us, complete application forms for membership, attend courses  at the Club or give us any other information about yourself. By using our website you consent to the collection/retention and use of your personal information in accordance with this policy.

Data protection statement
The Edgbaston Priory Club adheres to the Data Protection Act 1998.  We use information held on our database to promote friendly communication and mutual support between members. We will contact you on a regular basis with news and activities taking place at the Club.

All information will be kept confidential.  Information is checked regularly to ensure that it is kept up to date.  Edgbaston Priory Club will not pass details to third parties except where required by law or where we have asked a third party to contact you on our behalf.  Unless you contact us to the contrary we will assume that you have read this statement and are happy for the Club to use this information for the purposes described.

Information we collect
We will collect some or all of the following information from you:

  1. full name, gender, date of birth;
  2. postal address;
  3. email address;
  4. telephone numbers;
  5. photograph;
  6. billing information such as your credit or debit card number and expiry date;
  7. bank account information – name of bank, address, a/c number, sort code;
  8. occupation.

We may also collect other information about you by which you are personally identifiable for the proper purposes of Club business from time to time.

Although it is not compulsory to give us this information, if you do not you may not be able to satisfactorily complete our application form and therefore you may not be able to become (or remain) a member. In addition, we may not be able to provide you with the full range of services the Club has to offer.

Please help us keep our records updated by informing us of any changes to your email address and other contact details.

Use of your information
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. We will use this information in order to:

  1. administer your application to become a member;
  2. collect payments from you for subscriptions or other fees;
  3. monitor access to the Club;
  4. process any bookings of the membership services you make;
  5. organise, provide and run sporting events, activities, tournaments and competitions;
  6. collect statistical information about the membership mix of the Club;
  7. administer your use of the membership services generally;
  8. make improvements to our membership services;
  9. analyse how members are making use of the membership services;
  10. provide you with news related to the Club; and
  11. facilitate the efficient administration of the Club.


Availability of your information
In order to comply with data protection legislation we are not able to give your details to other members without your permission.  If you are registered on the My Courts system for squash and/or Fitness classes your details will be available for other members to view if you give your permission.

However, if you participate in any sporting club event, activity, tournament or competition at the Club that involves playing with or competing against other members and/or non-members then your name and other personal information may be publicised and available to other members and participants to the extent necessary to properly administer the event, activity, tournament or competition. 

Unless required or permitted to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent. We do not reveal information about identifiable individuals to our advertisers but we may, on occasion, provide them with aggregate statistical information about our members.

Electronic storage
We may collect and process the following data about you:

  1. Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data.
  2. Information that you provide by filling in forms on our website or in person, such as when you registered for information, to join the club or enrol on a course.
  3. Information provided to us when you communicate with us for any reason.
  4. Open rates on emails and links 

We employ security measures to protect your information, whether written or electronic, from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We have implemented technology and policies to safeguard your privacy from unauthorised access and improper use.

Any payment transactions will be encrypted. Some areas of our website use third-party software facilities such as WorldPay. Please note that, data storage on WorldPay systems, and the communication between WorldPay and the worldwide banking networks, is regularly audited by the banking authorities to ensure a secure transaction environment. They also ensure that they stay up-to-date with the latest versions of any third-party code used, and continually review their own proprietary code.

Third party links
You may find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

Access to information

The Data Protection Act 1998 gives you the right to access the information that we hold about you. Please note that any demand for access may be subject to payment of a fee of £10 which covers our costs in providing you with the information requested. Should you wish to receive details that we hold about you please contact us using the contact details below.

Your image may be captured from time to time by our CCTV cameras. CCTV material may be used for one of the following security purposes:

  1. To prevent, deter and detect crime
  2. The monitoring of entry to buildings as a part of building access control systems
  3. The monitoring of foot traffic
  4. The provision of visual coverage to the management of emergencies

Access to the CCTV recorded footage is limited to designated staff and other authorised personnel (including police) with a legitimate reason to view and/or otherwise use the captured footage, including the provision of evidence in support of prosecution of criminal or illegal behaviour.

Authorisation to review any footage will be given to relevant parties on a case by case basis which will be determined at the discretion of the Chief Executive in accordance with applicable data protection legislation.

Changes to our Privacy Policy
We may amend this policy from time to time. If we make any substantial changes we will notify you by posting a prominent notice on the website.

If you wish to dispute the way in which we will, or have been using your personal information at any time, you should raise the issue with the Chief Executive in writing.  The Club Secretary will adjudicate on your issue and provide you with a written decision.

Contact us
If you have any queries concerning your personal information or any questions on our use of the information then please contact Robert Bray, Chief Executive.

December 2013