Your privacy
Last updated: 3 November 2026
Gorey Tennis Club uses Baseliners HQ to run its membership, court booking, coaching and competitions. This notice explains what we hold about you, why, and what you can ask us to do about it.
Gorey Tennis Club decides what member information is collected and why, so the club is responsible for it. Baseliners HQ stores and processes that information on the club's behalf, and is responsible for your login account itself.
What we hold
- Your account
- Your name, email address, and phone number if you gave one.
- Your membership
- Your date of birth, mobile number, gender where you gave it, the membership category you hold, and an emergency contact name and number if you provided one. If you hold a family membership, the same applies to the people on it.
- Anything you told us on your application
- The answers you gave to the club's membership questions.
- Your activity at the club
- Court bookings, coaching sessions and courses, event sign-ups, ladder and tournament entries, and match results.
- Your payments
- What you paid, when, for what, and any refunds. Card details are handled by Stripe and never reach us.
- Emails we sent you
- The message, and whether it arrived.
- Things you sell on Second-hand
- What you list for sale, with up to three photos, and which members told you they were interested, with their messages. If you tell a seller you are interested, they are sent your name and email address.
- If you join a waiting list
- Your name, email address and phone number if you gave one, the membership you are waiting for, how many adults, juniors and students it is for, the day you joined the list, any place the club offers you, and any note the club keeps about you. You do not need to be a member, or to have an account, to be on a waiting list.
- If the club stops you booking courts
- The date you can book courts again, the reason the club gave you, and who in the club made the decision.
- If a match you play in is scored live
- The competition, the court, the players' names and the score, which everyone signed in to the club can see while the match is being played. If you keep the score, we also hold that it is you.
- If you vote in a club poll
- That you have voted, so that you can only vote once, until the poll closes. We never record which answers you chose: we only add one to the count for each answer.
- If the club sends you an invoice
- Your name or your business's name, the name of a contact, your email address, postal address and VAT number, and what the club billed you for. You do not need to be a member for the club to hold this.
- If the club records a payment to you or from you in its accounts
- Your name, if the club's treasurer types it beside the payment, with what it was for, the amount and the date, and a copy of the bill or receipt if they keep one. You do not need to be a member for the club to hold this.
Why we hold it, and for how long
| What | Why | How long |
|---|---|---|
| Account and membership details | To run your membership — this is the agreement between you and the club | While you are a member, and afterwards until you ask us to remove it |
| Emergency contact | So we can reach someone if you are hurt at the club | With your membership record |
| Bookings, courses and events | To provide what you booked | With your membership record |
| Competition entries and results | These are the club's competition records, and they are also your opponents' records | Kept as club history, with your name removed if you ask us to erase your data |
| Payments and refunds | Tax and accounting law requires us to keep financial records | Six years. We cannot delete these earlier, even if you ask |
| Invoices and the details on them | Tax and accounting law requires us to keep financial records | Six years. We cannot delete these earlier, even if you ask |
| The club's accounts, and the bills and receipts kept with them | Tax and accounting law requires us to keep financial records | Six years. We cannot delete these earlier, even if you ask |
| Emails sent to you | To answer questions about what we sent, and to check our emails are arriving | Message content for 90 days, or 12 months for anything about money; delivery records for 13 months |
| Second-hand listings and photos | To show other members what you are selling, and to put buyers in touch with you | Photos for 30 days after the listing ends, and the listing for 12 months after. Deleted straight away if you ask us to erase your data |
| Waiting lists | You asked the club to offer you a place when one becomes available | While you are on the list, and for 12 months after you take up a place, leave the list or are taken off it. Deleted straight away if you ask us to erase your data |
| Court booking suspensions | To apply the club's court booking rules, which are part of your membership | 12 months after the suspension ends. Deleted straight away if you ask us to erase your data |
| Live scores | To let members follow a match while it is being played | Deleted soon after the match comes off the site, at most 8½ hours after it starts. The result is not kept. A match you are scoring is deleted straight away if you ask us to erase your data |
| That you voted in a poll | So that each member can only vote once | Deleted within an hour of the poll closing. The number of votes for each answer is kept, and does not name anyone |
| Requests about your information | To answer your request, and to show that we did | Two years after the request is closed, then deleted. This includes a request to erase your data: your name and email address stay on the request itself for those two years, because it is the record that we did what you asked |
| Unsubscribe and bounce records | So we do not email you after you have told us to stop | Kept indefinitely, as a scrambled version of your address that we cannot read back |
Email tracking
We do not track whether you open our emails or which links you click. Our emails contain no tracking pixel and no rewritten links. We record only whether the message was delivered, so that we can tell when an address has stopped working.
Marketing
Club newsletters and announcements are sent only if you have not opted out. Every email has an unsubscribe link, and unsubscribing does not stop the emails you need to receive — booking confirmations, payment receipts, and membership renewals.
Children and family memberships
Where a junior member is on a family membership, the adult account holder manages their details and we deal with that adult. We hold a junior's name, date of birth and membership category for the same reasons and the same length of time as any other member. If you are the account holder, the rights below cover the people on your membership as well as you.
Who else sees your information
- Mailgun sends our emails. Their European servers are used, so your details stay in Europe.
- Stripe takes payments. They handle your card details directly; we never see them.
- Microsoft Azure hosts the site and its database.
- Anthropic reads a court booking request that you say or type in one sentence. This applies only if your club offers that way of booking, and only when you use it. The sentence is sent to Anthropic, an AI company in the United States, so that it can be turned into a court, a day and a time. If you name the people you are playing with, their names are in the sentence. Nothing else about you or them is sent. Anthropic's published policy is to delete what it receives within 30 days and not to use it to train its AI. The club does not keep the sentence. It keeps a record that you used the box and when, to count each club's use of it.
- Anthropic also suggests the tasks for the events a club plans each year, when one of its administrators asks. It is sent the event's name and the titles of the tasks already planned for it, which administrators write and which are not about you.
We do not sell your information, we do not share it for advertising, and there is no third-party tracking or advertising on this site.
Cookies
We use two cookies to make the site work: one to keep you signed in, and one to protect forms against misuse. If you close a notice at the top of a page while you are not signed in, a third cookie remembers which notices you closed, so they stay closed. It is set only when you close one, and holds nothing else. There are no advertising or analytics cookies. That is why you are not asked to accept cookies.
Your rights
You can ask us to:
- Give you a copy of everything we hold about you. If you have an account you can download it yourself at any time, from Personal data in your account settings.
- Correct anything that is wrong — most of it you can edit yourself in your profile.
- Erase your information. We do this by permanently removing your name and contact details and leaving the club's records anonymous, rather than deleting rows that also belong to other members or that we are required to keep. Financial records stay for six years, as above.
- Object to how we use your information, or ask us to restrict it.
- Take your information elsewhere in a portable format.
Two practical points. Erasing your information means leaving the club, so if you want to stay a member we cannot remove the details needed to run your membership. And if you belong to more than one club on Baseliners HQ, each club holds its own records — ask each of them separately, because one club cannot act for another.
We will respond within one month.
How to ask, and how to complain
Use our request form — you do not need an account.
You can also email Gorey Tennis Club at goreytennisclub1@gmail.com.
If you are unhappy with how we have handled your information, you can complain to the Data Protection Commission, the Irish supervisory authority, at dataprotection.ie.