Your privacy
Last updated: 24 August 2026
The 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.
The 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.
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 |
| 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 |
| 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.
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: one to keep you signed in, and one to protect forms against misuse. Both are necessary for the site to work, and 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
You can also contact The club through the club's usual contact details.
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.