Tees Valley Tennis Foundation - Privacy Notice

Last updated: June 1st, 2026

Tees Valley Tennis Foundation (“TVTF”, “we”, “us” or “our”) is a registered charity in England and Wales, charity number 1217846.

We are committed to handling personal information fairly, securely and responsibly. Because our work supports children and young people, we take particular care with any information relating to them.

This Privacy Notice explains how we collect, use, store and share personal information when you:

visit our website;
contact us;
enquire about support for a young person;
apply for support;
receive support from TVTF;
provide consent for photographs, videos, quotes or case studies; or
work with us as a partner, club, coach, supplier, supporter or community organisation.

Who Is Responsible for Your Information?

Tees Valley Tennis Foundation is the data controller for the personal information described in this notice.

Tees Valley Tennis Foundation
Registered Charity No. 1217846
Email: info@tvtf.org.uk
Website: tvtf.org.uk

Information We May Collect

The information we collect depends on how you interact with us.

Website Visitors

Our website is provided through IONOS and uses IONOS SiteAnalytics to provide anonymous statistical information about website use and to support technical optimisation of the website.

IONOS SiteAnalytics may collect information including:

the website or file requested;
the website previously visited;
browser type and version;
operating system;
device type;
time of access; and
an IP address in anonymised form, used only to determine the approximate location of access.

IONOS states that SiteAnalytics does not use cookies and processes visitor IP addresses in anonymised form without personal reference.

We do not use the website to display personalised advertising.

General Enquiries

If you contact us by email or through a website contact route, we may collect:

your name;
your email address and any other contact details you provide;
the organisation you represent, where relevant; and
the information included in your message.

Please do not send sensitive financial information, medical information or supporting documents by ordinary email unless we ask you to do so through an appropriate process.

General Support Enquiries

Where a parent or guardian contacts us about a financial barrier affecting a young person’s participation in tennis or padel, we may collect limited information needed to understand the enquiry, such as:

the parent or guardian’s name and contact details;
the young person’s age or age group;
their town or postcode area;
whether the enquiry concerns tennis or padel; and
a brief description of the type of support that may be needed.

A general support enquiry is not a formal application for funding. We will not ask families to provide detailed financial documents at this stage unless there is a clear reason to do so.

Applications for Support

When a formal support opportunity is open, a parent or guardian may be asked to provide information needed to assess and administer an application, including:

their name, relationship to the young person and contact details;
the young person’s name, age or date of birth and address or postcode;
information about the young person’s current or intended participation in tennis or padel;
the support being requested;
details of the financial barrier affecting participation;
proportionate information supporting the request, which may include a self-declaration of financial circumstances or confirmation of eligibility for means-tested support where relevant;
relevant activity, provider, booking or date information;
the outcome of the application and reasons for the decision; and
records relating to any support awarded, paid, delivered or monitored.

Where appropriate, and with the knowledge of the parent or guardian, we may also receive supporting information from a school, community organisation, club or coach.

We may receive applications using an online form, email or written submission. Where an online application form is used, information may be stored within TVTF-controlled Google Workspace services, such as Google Forms, Google Sheets and Google Drive.

TVTF will take a reasonable and sensitive approach to financial-need information and will avoid unnecessarily intrusive requirements.

Support Awarded and Monitoring

Where support is approved, we may collect or retain information needed to arrange, pay for and monitor that support, such as:

approved funding or funded activity details;
payments made to a parent, guardian, club, coach, activity provider or supplier;
payment details, where a payment is made directly to a parent or guardian;
booking or attendance confirmation;
receipts or confirmation of expenditure; and
brief updates about how the support helped the young person participate in tennis or padel.

Safeguarding Information

If information is provided to us which raises a safeguarding concern, we may collect and retain information needed to respond appropriately and protect a child or young person.

This may include details of the concern, actions taken, referrals or communications with appropriate safeguarding contacts or statutory authorities.

Photographs, Videos, Quotes and Case Studies

TVTF may occasionally use photographs, short videos, quotes or case studies to show the impact of its work.

Where a child or young person can be identified, we will only use this material for external purposes, such as our website, social media, printed materials, funder reports, donor updates or local media, where appropriate consent has been obtained from a parent or guardian and the child or young person is also comfortable with the proposed use.

A child or family will not be refused support, treated less favourably or excluded from a TVTF-funded activity because they do not consent to photographs, videos, quotes or case studies.

Donations and Fundraising

Donations made through JustGiving are processed by JustGiving under its own privacy arrangements.

Under our current arrangements, TVTF does not receive identifiable donor information through JustGiving. If this changes, for example through a future Gift Aid or fundraising arrangement, we will update this notice as appropriate.

How We Use Personal Information and Our Lawful Bases

We use personal information only where we have a lawful reason to do so.

Responding to Enquiries

We use contact details and enquiry information to respond to messages, answer questions and manage relationships with families, supporters, clubs, coaches, partners, suppliers or community organisations.

Our lawful basis is our legitimate interest in communicating with people who contact the charity and administering our charitable work.

Understanding Support Needs

We may use general support-enquiry information to understand barriers affecting young people’s access to tennis and padel, respond appropriately and help shape future support opportunities.

Our lawful basis is our legitimate interest in understanding local need and developing support in furtherance of our charitable purposes.

Assessing Applications and Making Awards

We use application information to assess eligibility, consider financial need and likely impact, record trustee decisions, manage conflicts of interest, communicate outcomes and administer any support awarded.

Our lawful basis is our legitimate interest in operating a fair, accountable and effective grant-making process in furtherance of our charitable purposes.

Where we rely on legitimate interests in relation to information about children and young people, we take particular care to protect their rights, interests and wellbeing.

Administering and Monitoring Approved Support

We may use information about approved support, payments, attendance, expenditure and outcomes to ensure support is used for its intended purpose, maintain appropriate charity records and understand the impact of our work.

Our lawful basis is our legitimate interest in administering and evaluating our charitable support. Where information must be kept for accounting, regulatory or legal purposes, we may also rely on a legal obligation.

Safeguarding

Where a safeguarding concern arises, we may use or share information where necessary to protect a child or young person, respond to concerns and meet our safeguarding responsibilities.

Depending on the circumstances, our lawful basis may be our legitimate interests, a legal obligation or the protection of someone’s vital interests.

Where a safeguarding record includes health information, other special category data or criminal offence information, we will only process that information where the additional legal requirements for that type of information are met.

Photographs, Videos, Quotes and Case Studies

For public or external use of identifiable photographs, videos, quotes or case studies involving a child or young person, we will rely on consent.

Consent is separate from an application for support. A child or family will not be refused support or treated less favourably because they do not consent. Consent can be withdrawn at any time for future use by contacting TVTF.

Website Analytics

We use anonymous IONOS SiteAnalytics information to understand general website usage and support technical website optimisation.

This information is processed without identifying individual website visitors.

Sensitive Information

We do not normally ask for medical information, disability information, dietary requirements or other particularly sensitive personal information as part of an initial support enquiry or funding assessment.

For some supported activities, limited additional information may be needed to arrange safe and appropriate participation. Wherever practical, information such as medical, dietary, emergency-contact or accessibility requirements should be collected directly by the activity provider after TVTF has approved support, rather than collected by TVTF during its funding assessment.

If a future support opportunity requires TVTF itself to collect or use sensitive personal information, we will explain this before the information is collected and will only process it where this is necessary, proportionate and lawful. TVTF will identify and document any additional legal condition and safeguarding measure required for handling that information.

Information About Children and Young People

TVTF exists to support children and young people, and some of the information we handle will relate to them.

Applications involving a child or young person will normally need to be submitted by a parent or guardian.

We will:

collect only information reasonably needed for the relevant purpose;
take care when handling information about financial barriers or family circumstances;
restrict access to people who need the information for TVTF’s work;
avoid publishing identifiable information without separate appropriate consent;
share only limited necessary information with delivery partners; and
prioritise the safety, dignity and interests of the child or young person.

Who We May Share Information With

We do not sell personal information.

We may share limited information where this is necessary and appropriate for our charitable work.

Trustees

Applications, enquiries, decision records, monitoring information and safeguarding matters may be accessed by TVTF trustees who need the information to assess requests, approve support, manage conflicts of interest, oversee projects or meet governance responsibilities.

Where a trustee has a connection to an applicant, they will declare that interest and take no part in the decision-making process.

Delivery Partners and Suppliers

Where support is approved, TVTF may share limited relevant information with a delivery partner or supplier, such as a tennis or padel venue, club, coach, activity provider, event organiser or equipment supplier, where this is necessary to arrange or provide the approved support.

This may include:

the young person’s name;
their age, where relevant;
parent or guardian contact details;
the approved activity or support;
dates or booking information; and
other practical information needed to arrange the support.

We will not ordinarily share information about a family’s financial circumstances or TVTF’s assessment notes with a delivery partner or supplier.

Where additional attendance information is needed, such as medical, dietary or accessibility requirements, this should normally be provided directly to the delivery partner by the parent or guardian rather than shared through TVTF, wherever practical.

Safeguarding Contacts and Authorities

Where a safeguarding concern arises, relevant information may be shared with appropriate safeguarding contacts or statutory authorities. Depending on the circumstances, this may include a venue or club safeguarding lead, the Lawn Tennis Association Safeguarding Team, local authority Children’s Services or the police.

Service Providers

We use service providers to operate parts of our charity administration and website. These may include:

IONOS, which provides and hosts our website and SiteAnalytics service;
Google Workspace services, including Forms, Sheets, Drive and Gmail, where used for applications and charity administration; and
JustGiving, through which donations and fundraising may be made.

Where a service provider processes personal information on our behalf, we take reasonable steps to use appropriate arrangements and charity-controlled access wherever available.

Funders, Regulators and Professional Advisers

We may share information where required or appropriate with funders, insurers, professional advisers, auditors or independent examiners, the Charity Commission, HM Revenue & Customs or other regulatory bodies.

Where reporting on our work to funders or the public, we will use anonymised or aggregated information wherever reasonably possible. Identifiable photographs, quotes or case studies will only be shared for external reporting or publicity in line with the consent provided.

International Processing

Some service providers may process or store personal information outside the United Kingdom.

Where this occurs, we will take reasonable steps to ensure that appropriate safeguards are in place in accordance with UK data protection law.

How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, accounting, regulatory, reporting or safeguarding requirements.

Our usual approach is:

General enquiries: normally retained for up to 12 months after the enquiry has concluded, unless there is an ongoing relationship or another clear reason to retain the information.
General support enquiries that do not become formal applications: normally retained for up to 12 months, after which identifiable information will be deleted or anonymised unless there is a justified reason to retain it.
Unsuccessful applications: normally retained for up to 12 months after the decision or closure of the relevant opportunity, unless a complaint, safeguarding issue or other justified reason requires longer retention.
Successful applications and support records: retained for as long as needed for administration, monitoring, governance, accounting or funder-reporting purposes. Relevant financial and award records may normally be retained for at least six years after the end of the financial year in which the support was awarded or completed.
Safeguarding records: kept confidentially and retained only for as long as appropriate to the nature of the concern and relevant safeguarding requirements.
Photographs, videos, quotes, case studies and consent records: reviewed at least annually. Consent will normally be reviewed after three years, or sooner if circumstances change. Material that is no longer needed will be deleted where appropriate.
Anonymised information: may be retained for longer to help us understand local need, report on impact and plan future charitable support.

Withdrawal of Photo or Media Consent

A parent, guardian or young person may withdraw consent for future use of an identifiable photograph, video, quote or case study at any time by contacting TVTF.

Where consent is withdrawn, we will:

stop using the material in future;
remove it from TVTF-controlled channels where reasonably practical;
update our consent records; and
delete or archive the material where appropriate.

We may not be able to remove material that has already been printed, included in a completed funder report, copied or shared by others, cached online, archived externally or published by a third party outside TVTF’s control.

How We Protect Information

We take reasonable steps to protect personal information from unauthorised access, loss, misuse or disclosure.

These steps include:

restricting access to trustees or authorised people who need the information;
using charity-controlled systems and accounts where available;
keeping application records and safeguarding records appropriately controlled;
sharing only information needed to arrange approved support;
keeping consent records for identifiable media use; and
reviewing, deleting or anonymising information when it is no longer needed.

Automated Decision-Making

Applications for support are considered by TVTF trustees. We do not make decisions about support using solely automated decision-making or profiling.

Your Rights

Depending on the circumstances, you may have the right to:

ask for a copy of personal information we hold about you or your child;
ask us to correct inaccurate or incomplete information;
ask us to delete information in certain circumstances;
ask us to restrict how information is used;
object to certain uses of information;
withdraw consent where we rely on consent;
ask for personal information you have provided to us to be transferred to you or another organisation in a usable electronic format, where this right applies; and
raise a concern with the Information Commissioner’s Office.

To ask a question or make a request about personal information, please email info@tvtf.org.uk.

We may need to confirm your identity and your authority to make a request relating to a child or young person before providing personal information.

Complaints

If you have a concern about how we use personal information, please contact us first so that we can try to resolve it.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.

Changes to This Notice

We may update this Privacy Notice as our activities, support programmes or administrative systems develop.

The latest version will always be published on this page.

Tees Valley Tennis Foundation
Registered Charity No. 1217846