Note: This Privacy Notice only applies to individuals who have used the ITF World Tennis Number services. If you also have an IPIN account or you deal with the ITF in any other way, please refer to our Privacy Notice library for information on how we process your personal data for other reasons.

Please read this notice carefully.

Last updated: 29th April 2024

1. About Us

ITF Licensing (UK) Limited trading as the International Tennis Federation (ITF) is a data controller of any personal data it collects and holds about you. The ITF is referred to as “we”, “us” and “our” in this privacy notice. We are a company registered in England and Wales under company number 02584446. We are registered on the Information Commissioner's Office Register; registration number Z5603782.

We are committed to protecting and respecting your privacy in accordance with the applicable data protection laws which impose certain obligations on us as a data controller. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

We will endeavour to inform you of any substantial changes to our processing of your personal data. We may also provide you with other specific privacy notices if we process different types of data for you.

If you require any further information, or wish to contact us about how we collect and store your data, our contact details are:

Address	Bank Lane, Roehampton, London UK, SW15 5XZ
Telephone Number	+44 20 8878 6464
Data Protection Officer’s Email	dataprotectionofficer@itftennis.com

To comply with the General Data Protection Regulation (2016/679) we have appointed a European representative. If you wish to contact them, their details are as follows:

Bird & Bird GDPR Representative Services SRLAvenue Louise 235
1050 Bruxelles Belgium
EUrepresentative.ITF@twobirds.com
Key Contact: Vincent Rezzouk-Hammachi

2. Who this privacy notice applies to

This privacy notice explains how we will use the personal data of anyone who registers for and/or is provided an ITF World Tennis Number (“WTN”), or who engages with the WTN website or services (including national tennis association (“NTA”) staff with registered user log-ins). Each such person is referred to as “you” and “your” in this privacy notice.

3. How we obtain your personal data

We collect and process your data when:

• you register for WTN (whether online, or through your national tennis association (“NTA”), Regional Tennis Association (RTA) or your participation in ITF competitions);
• your NTA or RTA provides us with information about you to create a WTN for you, or when requested that we create an NTA employee user profile for you; and
• you access and/or engage with the WTN services or helpdesk, for example when you update your profile, input your match results, upload your photograph and contact us with enquiries.

We may also obtain data about you:

• from your NTA or RTA;
• from other ITF systems such as IPIN;
• from organisations such as the WTA, ATP or Grand Slam Board;
• from officials that officiate your tennis matches and from your opponents;
• from other tennis organisations and/or regulatory organisations, who write to us in relation to you or who we contact in relation to investigations or other enquiries, for example in relation to matters of safeguarding, or corrupt conduct;
• when we ask you to complete optional surveys that we use for research purposes and to provide you with a more relevant player and user experience; and
• when you interact with the ITF via our digital platforms which may include the use of cookies (subject to our Cookie Policy); and
• when you engage with us in relation to marketing including opting-in to our communications and marketing material, enter competitions and engage with our promotional campaigns.

4. The types of personal data we process

We may process a wide variety of personal data about you, including personal data about:

you as an individual	full name and title; email address; gender; date of birth; nationality; country of residence; photograph; language spoken; your unique user ID (ITF Tennis ID).
other information identifying you	device identifiers including IP address, and other information about your device such as device and application identifying numbers, location, browser type, hardware model, service provider/mobile carrier, operating system and system configuration information; password; user account secret question and answer which may relate to you or people you know cookies and other tracking technologies (like web beacons and pixels) (subject to our Cookie Policy).
your location	if you elect to enable the location services in your WTN profile to arrange tennis matches with other players
your playing information	your WTN rating activity and results in tennis matches (local, national and international); tennis biography details such as when you started playing tennis, playing hand/doubles hand, and favourite player; head-to-head results with other players; performance data from tennis matches played by you and recorded by our third-party data suppliers for sporting reasons; any other information you provide to us for your WTN profile.
your preferences	whether you wish to receive marketing from us and which types of marketing material you would like to receive.
your profile and user experience	details of our services with you, including how you access and use those services, for example via smart phone application, web browser etc; log and usage data related to how you use the WTN website, such as access times, device and browser information, and actions taken during use of the website while logged in;
your correspondence	information contained in any correspondence, or communications received or sent by you in relation to your WTN.

5. How we will use your personal data and the legal basis for using that personal data

Performance of our contract with you or a contract with a third-party that is in your interest
Fulfil the contract of service that you enter into with us or that we enter with your NTA in your interest to provide you with a WTN	We may use your personal data to: verify your identity via your ITF Tennis ID single sign-on user account details; set up your ITF Tennis ID and WTN accounts and authenticate your registration when you register with us or when your NTA provides your personal data to us for that purpose; provide you with access to the WTN website and your WTN rating; provide accurate information to your NTA about your WTN; communicate with you regarding your account including requests you make to our helpdesk and changes to terms and conditions.
Enable our business and pursue our legitimate interests or those of a third party
Manage and promote the WTN platform	We will use your personal data to: administer the WTN platform and inform the algorithm used to calculate ratings; promote tennis matches and the benefits of having an WTN; provide accurate information to your NTA about the success and delivery of the WTN in your nation; ask for your feedback on our services; and send you product, service and new feature information about WTN (if you consent to marketing).
Develop and promote the game of tennis	We may use your personal data to further encourage participation in the sport of tennis. This could include measuring worldwide tennis activity and finding insight from how players use ITF World Tennis Number. This will guide the ITF and National Associations to implement development and grass roots programmes that encourage bringing enjoyable and competitive tennis to more people around the world.
Regulate and protect the integrity of the game	We will use your personal data to: ensure your adherence to the terms and conditions for the WTN; investigate and resolve any disciplinary issues or potential breaches of those terms and conditions; uphold the highest standards of integrity for the sport of tennis and the ITF
Monitor and research	We may use your personal data to: monitor how the game is played and the ways it is evolving to improve player experience; undertake research to enhance the general appeal and global reach of the game; undertake research to improve technologies in tennis; gather statistics about registration, membership and retention of WTN players
Other business interests	We may use your personal data to: promote tennis and the ITF (where you engage with our promotional campaigns); monitor use of, improve and protect our websites and online services both online and offline; monitor, evaluate, update, consolidate and improve the WTN, our business and the services that we provide to you as well as the accuracy of our records; monitor and analyse the use of your account; identify other products and services you may be interested in and telling you about other products and services, including displaying personalised content and advertising; obtain your feedback and respond to and rectify complaints; analyse your personal data to make sure that you only receive information that is relevant to you; develop and improve our federation and facilitate investment in, and the growth of, our business and the sport; manage and mitigate the risks to you and our federation.
Legal Obligations
Comply with our legal obligations under applicable laws	We may use your personal data to: monitor, prevent, investigate and/or report fraud, misrepresentation, security incidents or crime, in accordance with applicable laws as well as other regulatory codes; comply with applicable laws and protection of the ITF’s legal rights, including, but not limited to, use in connection with legal claims, and compliance with our legal obligations (e.g. safeguarding, disclosure)
Consent
	We may seek your consent to use your personal data for specific purposes (e.g. enabling location services, sharing your personal data with additional NTAs, entering prize draws, etc.). You are entitled to refuse consent. However, your refusal to provide consent may mean that you are unable to access the full benefits of WTN. We may also seek your consent to use your personal data to send you information about the ITF’s products and services (including the WTN, our competitions, development activity and other ITF business). Even if you refuse consent to receive direct marketing material, the ITF may still contact you specifically in relation to the services that you have requested (for example, confirmation of changes you make to your WTN account details, or changes to the WTN services or our terms and conditions). From time to time we may ask for your consent to share your data with third party partners or organisations that we work with. Where we ask for permission from you to do this, we will explain what data will be shared, with whom, and for which purposes. Your data will only be used in this way if you explicitly allow it and you may opt out of any future data sharing at any time.

Where we have obtained your consent to processing your personal data, you are entitled to withdraw your consent to this at any time. You are able to withdraw consent within the platform or by contacting us. If you withdraw your consent, we will not continue to process this information for the purpose for which consent was obtained, but this will not impact the validity of any processing undertaken before you withdrew your consent.

Where we process your personal data on the basis of legitimate interests, you can request a copy of the balancing test for that data processing using the contact details set out at the beginning of this notice.

6. How we use your personal data to make automated decisions

The algorithm that facilitates the WTN requires us to make automated decisions about you on the basis of your tennis performance data. This automated decision-making is pursuant to the contract we have with you and/or your NTA to provide you a WTN. More information about how the WTN is calculated can be found here.

7. How we use your information for marketing

We will ask you, when you provide us with your personal data, if you are happy for us to contact you by email about products, competitions and services offered by us and our commercial partners which we think may be of interest to you. We may also ask to provide your information to third parties so that they can contact you about their products and services. If you do not agree to this, we will not use your personal data for these purposes. We currently only conduct email direct marketing.

If at any time you would like to opt-in or opt-out to email marketing, or to otherwise change your preferences you can do this using one of the following methods:

• click the unsubscribe link on any marketing emails that we send you.
• email us at support@wtn.zendesk.com and we’ll be happy to contact you to help change your preferences. (As this isn’t a secure channel, please don’t include any personal details in any emails sent to this address.)
• updating your preferences directly in your account (which will be available in upcoming release later in 2023).

 

You will then be removed from the marketing email list — however, we may still communicate with you, for example to send you service-related emails that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

8. Who we share your personal data with

Your personal data may be shared with ITF Limited, registered in the Bahamas. Hosting and storage of your personal data takes place on the WTN platform which is administered by our technology solution provider ClubSpark who are acting as the ITF's data processor. All personal data is stored in the UK or European Union but may be accessed by organisations based outside of the EU (e.g. NTAs).

Your personal data may also be hosted and stored by the ITF on platforms operated by Microsoft (Azure and Dynamics 365).

We share your personal data with:

• you and any person you ask us to provide information to;
• your NTA and RTA;
• additional NTAs or RTAs that you have chosen to share data with;
• the NTAs of players you compete against;
• our platform partner, Clubspark;
• our service providers including: (i) Microsoft, the suppliers of our mailing and customer database systems; (ii) Two Circles and Livewire, our digital support agencies and (iii) other service providers that we use to assist us achieve the purposes described above.

We also publish WTN profiles on www.worldtennisnumber.com. A profile includes your name, age (which may be specific or by age banding), country, WTN statistics, playing history, and any additional information that you submit. Whether your WTN profile is published depends on the route by which you have obtained a WTN (either directly, or through your NTA or RTA, or through playing on ITF tours and holding an IPIN). Currently we publish your profile in the following situations:

• Profiles are available to the wider public if:
  • you have registered as a user of the website (and not opted-out via the below methods);
  • you play on an ITF tour; or
  • your NTA or RTA has elected to display all their players’ profiles on an opt-out basis, and you have not opted out.

The way that you can opt-in or opt-out of this publication is being developed (as at August 2023). Players on the ITF tour should submit an objection request (as further described in section 10 below). All other players can email us at support@wtn.zendesk.com and we’ll be happy change your settings. (As this isn’t a secure channel, please don’t include any personal details in any emails sent to this address.) Later in 2023, those other players will also be able to change their preferences directly in their account.

ClubSpark, Microsoft, Two Circles, and Livewire each acts as a data processor on behalf of the ITF which means they will only act on our instructions. Your NTA, RTA, and any other third party will be a separate data controller in respect of your personal data, and will process your personal data in accordance with the applicable data protection laws relevant to that organisation.

Personal data may be shared with government authorities, law enforcement officials and arbitrators or regulatory disputes that involve you and us, provided that disclosure is mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.

9. How long we will hold your data

We will hold information about you only for as long as we need it for the purpose for which we collected it, which is as follows:

• your contact details and player profile information – for as long as you have a WTN and then one year after you cancel your registration and/or de-activate your account;
• your performance results and WTN statistics – for as long as you have a WTN account. After you cancel your registration and/or de-activate your account, we will keep your profile within the system to maintain accurate sporting records and to ensure the effective delivery of the WTN to other users (in particular those you have played against), but we will apply a pseudonym to it so that you are not easily identifiable;
• if you ask us to stop processing your data to send you marketing emails, we will stop immediately (but there may be a short period required to allow us to so do and we will need to keep limited information to respect your wishes);
• if you have provided any personal data specifically to enter an ITF promotional competition, we will delete that personal data immediately after the competition has finished (but if during that entry you consent to receive marketing emails we will continue to process your details for that purpose).

We may retain the data for longer where it is necessary for us to meet our legal and regulatory obligations. For example, personal data linked to disciplinary cases under applicable regulations, subject access requests, disputes, or safeguarding investigations will be kept for as long as it is necessary for those purposes, as each is applicable.

10. Your legal rights

You have a number of rights over your personal data processed by us. These include:

• access to, and correction of, incomplete, inaccurate or outdated personal data;
• transmission of personal data to you or to another person or organisation;
• erasure of personal data;
• restriction to our processing of your personal data; and
• objection to processing personal data.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

The extent of these rights are limited by law and we may not act on part or all of your request(s) where the right(s) are not applicable. If we do not act on your request, we will explain our reasons why. Please contact us through our Data Protection Officer if you require any further information or wish to make a request to exercise any of your rights under applicable Data Protection laws. If you wish to make a request to exercise your right of transmitting your personal data to you or to another person or organisation please contact the helpdesk (support@wtn.zendesk.com). In most cases we will respond to your request within one month.

11. Sending your personal data outside the UK and the EEA

If your NTA or RTA is based outside Europe we have to send your personal data outside Europe. If you play a tennis match outside Europe we may send your personal data to the NTA of the country or RTA of the region where you play but only if it is necessary for your WTN or the NTA or RTA needs it for their records. We only send your personal data in a safe and secure way. You can contact us for more information about this.

12. How to complain

Please contact our Data Protection Officer of EU Representative using the details above if you are unhappy with the outcome of any of your requests to exercise your rights, or how we handle your personal data.

You are also entitled to complain to the Information Commissioner’s Office via www.ico.org.uk.

13. Our Privacy Notice available in other formats

We provide our Privacy Notice translated into French and Spanish. We can also provide our Privacy Notice in large print, Braille and audio upon request.