1. Who we are.
The VETTS committee is the data controller for member data on this platform. The platform is operated on the society's behalf by MatchPlay Pro AI (data processor). Contact for all privacy matters: use the society's contact page — messages go directly to the committee inbox.
2. Data we hold.
Members: name, email, phone, home town, county, age band, membership status and history, TTE membership number, playing level, ratings and rating history, event entries and results, and payment records. Event organisers: name and contact details for the events they run. Advertisers: business contact details and campaign records. Website visitors: standard technical logs and, where you contact us, your message.
3. Lawful bases.
Contract (membership, event entry and payment). Legitimate interests (publishing results, standings and ratings — the society's core public record; platform security). Consent (marketing preferences you set; photography use in social media where you have been asked). Legal obligation (tax/accounting records).
4. How we use it.
Running the society: memberships, event entries, draws, results, ratings, communications, treasury. Automated processing (e.g. ratings recalculation, draw generation) is carried out on the committee's rules; human review is available on request.
5. Sharing.
We never sell member data. We share only with processors acting on the committee's instructions: the platform's hosting and email delivery providers, the AI event assistant (used to help organisers run events; it processes event context, not your account credentials), and payment providers where online payment is enabled. Results and standings are published publicly as the society's records.
6. Retention.
Membership data is kept while you are a member and for six years after (accounts/tax); event results and rating history are retained as the society's permanent records (with names, as published results). You may request erasure of your contact and account data; published historical results are anonymised or retained as legitimate-interest records where the committee judges the public record outweighs removal — every request is considered individually.
7. Your rights.
Access, correction, erasure, restriction, objection, portability, and complaint. Contact the committee via the contact page; we respond within 30 days. You may also complain to the ICO (ico.org.uk).
8. Cookies.
Essential cookies only for login and preferences. The platform does not use third-party advertising or tracking cookies; if that ever changes, this policy will be updated first.
9. Security.
Data is encrypted in transit and at rest on managed cloud infrastructure. Committee and organiser access is role-restricted.
10. Changes.
Material changes to this policy are announced on the platform before they take effect.
Last updated: September 2026. These policies are maintained by the VETTS committee and may be updated at any time.