Privacy Statement

Last modified: 20-03-2026


Introduction

Tennisvereniging Valkenswaard (hereinafter: TVV) attaches great importance to the protection of your personal data. In this Privacy Statement, we aim to provide clear and transparent information about how we handle personal data.


1. General

We make every effort to safeguard your privacy and therefore handle your personal data with care. TVV complies with applicable laws and regulations in all cases, including the General Data Protection Regulation (GDPR). This entails that we, in any case:


  • Processing your personal data in accordance with the purpose for which it was provided; these purposes and types of personal data are described in this Privacy Statement;
  • The processing of your personal data is limited to only those data which are minimally necessary for the purposes for which they are processed;
  • Ask for your explicit consent if we need it for the processing of your personal data;
  • Have taken appropriate technical and organizational measures to ensure the security of your personal data;
  • Do not transfer personal data to other parties unless this is necessary for the fulfillment of the purposes for which they were provided;
  • To be aware of your rights regarding your personal data, to draw your attention to them, and to respect them.


As a tennis club, we are responsible for the processing of your personal data. If, after reviewing this Privacy Statement, or in a more general sense, you have questions about this or wish to contact us, you can do so via the contact details below.


2. Processing of personal data of members

Personal data of members is processed by TVV for the following purpose(s):


  • Mandatory registration of membership with the tennis association (KNLTB);
  • Maintaining membership records;
  • Maintaining financial records (including membership certificates);
  • Levying or collecting due membership fees;
  • Providing information via post, email, newsletter, (secure) website, information screens in our pavilion, as well as the TVV App;
  • Inviting and organizing meetings and events;
  • Facilitating the practice of tennis on our tennis courts;
  • Facilitating the management and operation of our pavilion.


The legal basis for the processing of the personal data is:

  • Execution of a membership agreement (on paper or via a digital registration form on our website).


For the above objective(s), TVV processes the following personal data:

  • First name;
  • Initial(s);
  • Infix;
  • Surname;
  • Date of birth;
  • Gender;
  • Street name;
  • House number;
  • Postcode;
  • Place of residence;
  • Land;
  • (Mobile) Phone number;
  • Email address;
  • KNLTB membership number;
  • KNLTB playing strength (singles and doubles);
  • Passport photo


In the event of providing an authorization for direct debit, the following data will be processed in addition:

  • IBAN bank account number;
  • Account holder name.


In the event that a member uses the tennis courts, works bar duty, or participates in meetings or events (tournament, competition), the following data is processed additionally:

  • Date and time of bar duty, match, or court use (booking).


The personal data of members is stored by TVV for the purpose of the aforementioned processing(s) for the duration of the membership and for a maximum of 2 years after termination of the membership. Thereafter, only in the financial administration for a maximum of 7 years for the purpose of the tax retention obligation.


3. Processing of personal data of sponsors and/or suppliers

Personal data of sponsors and/or suppliers is processed by TVV for the following purpose(s):


  • Maintaining financial records;
  • Providing information by post or email;
  • Inviting and organizing meetings and events;
  • Facilitating the practice of tennis on our tennis courts;
  • Facilitating the management and operation of our pavilion. The legal basis for the processing of personal data is:
  • Execution of a sponsorship agreement and/or supplier agreements.


For the above objective(s), TVV may process the following personal data in addition to the company name:


  • First name;
  • Initial(s);
  • Infix;
  • Surname;
  • Gender;
  • Street name;
  • House number;
  • Postcode;
  • Place of residence;
  • Land;
  • (Mobile) Phone number;
  • Email address;
  • IBAN bank account number;
  • Account holder name.


The personal data of sponsors and/or suppliers are stored by TVV for the purpose of the aforementioned processing(s) for the duration of the agreement and for a maximum of 2 years after termination of the agreement. Thereafter, only in the financial administration for a maximum of 7 years for the purpose of the tax retention obligation.


4. Communication via email and/or newsletter

Communication with our members takes place primarily via email. Therefore, when registering for membership, you are required to provide a valid email address. This email address gives you access to our website and the TVV App. Additionally, we use the email address to send newsletters to inform you about relevant matters, announce new activities, and report on organized events. When you are a member of TVV, you automatically receive the digital newsletter. You can unsubscribe from the relevant newsletter by updating this in your personal details via our website. Furthermore, email is used for information and reminders regarding activities and bar shifts for which you have signed up.


5. Use of membership list

To enable members to contact each other, members can consult the membership list online (via the website or TVV App). Access to the online membership list is restricted to TVV members only via a protected webpage or the TVV App. In both cases, successful authentication must have taken place before the membership list can be viewed. Authentication is only possible using the email address registered with our membership administration. Additionally, a paper copy of the membership list is available in the pavilion. Upon request, a bar duty volunteer can provide the membership list to a member for inspection.


6. Provision to third parties

We may provide the data provided to TVV to third parties if this is necessary for the execution of the purposes described above.


We send your membership details to the KNLTB for the purpose of direct KNLTB membership and the KNLTB pass. As a result of the direct membership, the KNLTB is a data controller, and a data processing agreement between TVV and the KNLTB is not required. As TVV, we use mijnknltb.toernooi.nl via the KNLTB to organize competitions, open tournaments, and/or club championships. Processing of personal data of participants in the relevant competitions and tournaments takes place for this purpose.


We make use of third-party services. For our administration, organization, planning, and communication, we use KNLTB Club and related applications. The services purchased for this are:


  • Maintaining our membership records;
  • Managing our financial administration;
  • Facilitating automated interfaces with KNLTB;
  • Managing the content of our website, information screens, and TVV App;
  • Providing relevant information via newsletters or email;
  • Planning and registering bar shifts and any other volunteer duties;
  • Booking or reserving tennis courts;
  • Hosting our website and email environment (tv-valkenswaard.nl).


For the execution of our financial administration, it is necessary for us to exchange personal data with banks. These banks (Rabobank and ING) are each data controllers, and a data processing agreement is not required. The (PIN) transactions processed by our POS system, outsourced to Twelve BV and CCV, cannot be traced back to natural persons.


We do not provide personal data to other parties with whom we have not concluded a data processing agreement. With these parties (processors), we naturally make the necessary arrangements to ensure the security of your personal data. Furthermore, we will not provide the data you have provided to other parties unless this is legally required and permitted. An example of this is when the police request (personal) data from us in the context of an investigation. In such a case, we must cooperate and are therefore obliged to provide this data. We may also share personal data with third parties if you give us written permission to do so.


7. Within the EU

We do not provide personal data to parties established outside the European Union.


8. Minors

We process personal data of minors (persons under the age of 16) only if explicit consent has been given by the parent, guardian, or legal representative.


9. Retention period

TVV does not retain personal data longer than necessary for the purpose for which it was provided or as required by law.


10. Security

We have taken appropriate technical and organizational measures to protect personal data against unlawful processing; for example, we have taken the following measures:


  • The access of board and/or committee members to personal data on behalf of TVV is limited to what is necessary by virtue of the relevant function;
  • Board and/or committee members who may access personal data on behalf of TVV are bound by confidentiality regarding such access;
  • The use of a username and password is required to gain access to our systems;
  • Network security measures such as encryption of network connections and firewall;
  • Periodic backups of the personal data are made to be able to restore it in the event of physical or technical incidents;
  • If there is reason to do so, use is made of pseudonymization, anonymization, and encryption of personal data;


11. Rights regarding your data

You have the right to access, rectify, or delete the personal data we have received from you. You may also object to the processing of your personal data (or part thereof) by us or by one of our processors. You also have the right to have the data you have provided transferred by us to yourself or, at your request, directly to another party. We ask you to identify yourself before we can comply with the aforementioned requests. Rectification and/or modification of your personal data is possible by yourself via the protected section of our website after you have logged in, or via our membership administration.


If we are permitted to process your personal data based on your consent, you always have the right to withdraw this consent.


12. Links to and from other websites

Our website and/or TVV App provides links to external websites and providers. Our Privacy Statement does not apply to these external websites and providers. TVV is not liable for the use or content of internet sites referred to or providers linked to the TVV website and/or App.


13. Copyright and intellectual property rights

The copyright of our website, information screens, and TVV App, and all information within this website, rests with TVV or with third parties who have made this (visual) material available to TVV with permission. It is therefore not permitted to copy the website (and parts thereof) electronically or otherwise, to make it public, and/or to make changes to (parts of) the website (and parts thereof) without prior permission from TVV.


14. Complaints

Should you have a complaint regarding the processing of your personal data, we ask that you contact us directly. We will handle your complaint and/or questions in all reasonableness in order to reach an appropriate resolution. You always have the right to lodge a complaint with the Dutch Data Protection Authority, which is the supervisory authority in the field of privacy protection.


15. Changes

TVV reserves the right to make changes to the Privacy Statement. We therefore advise you to check this page regularly to see if any changes have been made. If TVV implements a significant change that affects the way TVV processes your personal data, we will make this known via a notification on our website, information screens, the TVV App, and/or in a newsletter.


16. Questions

Should you have any questions or comments regarding our Privacy Statement, please contact us:

  • TV Valkenswaard
  • Kardinaal de Jongstraat 55 5554 RB Valkenswaard
  • privacy@tv-valkenswaard.nl