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Privacy policy

What personal information the club holds, why, and what you can ask us to do with it.

For the purposes of the UK General Data Protection Regulation and UK data protection law, the data controller is Watford Chess Club (the “Club”).

About this document

This privacy policy sets out the way we process your personal data, so that you are aware of how we use it as a member or potential member of the Club.

How we collect your information

We collect your personal data in a few limited ways:

  • directly from you, when you apply for membership, make an enquiry through this website, join our junior mailing list or waiting list, or interact with us in other ways during your time as a member;
  • from someone else who has applied for membership on your behalf, for example a family member;
  • from the English Chess Federation, which supplies information about participants from its rating database, including name, rating, date of birth for junior players under 18 at 1 September, ECF reference and membership number;
  • from FIDE, the world chess governing body, which supplies similar information from its international rating database, including name, country of affiliation, rating, date of birth for junior players under 18 at 1 September, and FIDE reference.

The types of information we collect

  • Contact and communication information, including your email address or addresses, telephone numbers, and records of communications and interactions we have had with you.
  • Your date of birth, where necessary for identification or for rating purposes.
  • Your ECF membership number and rating, and the results of matches you play for the Club.
  • The name, date of birth where applicable, and rating of your opponents, which is passed to the ECF for rating along with the results of the games.
  • For junior members, a parent or guardian's contact details and their recorded decision on photography consent.

We may also hold information about your health or medical conditions where you have volunteered it, for the purpose of ensuring your comfort when you attend a Club event, and whether you are a car driver, for logistical purposes for matches.

How we use personal data

Personal data provided to us is used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. These purposes are necessary for, and considered by us to be in the legitimate interests of, running the Club:

  • administering your membership, including telling you about club nights and taking payment of subscriptions;
  • organising matches, tournaments and teams, and communicating the necessary details to the team captains of clubs we play;
  • submitting match results to the ECF for rating;
  • submitting results to the organisers of the leagues you have played in, including the Hertfordshire Chess Association;
  • communicating about Club activities we think may interest you, particularly coaching sessions, rated games for juniors and internal club tournaments;
  • meeting our safeguarding obligations.

Who we share it with

We do not sell your personal data, and we do not share it for other organisations to use for their own purposes. It may be shared with the following, where necessary:

  • Our committee and volunteers, to administer your membership and give you access to the benefits you are entitled to.
  • Spond, the membership and payments platform the Club uses. Membership records and subscription payments are held there on the Club's behalf.
  • WhatsApp, where you choose to join the Club's community group. Your phone number is visible to other members of the group you join.
  • The ECF and FIDE, for rating purposes.
  • Our website host, which stores the data behind this website on the Club's behalf.

Unless you have asked us otherwise, personal data relating to your chess results is published in the news and results sections of this website and on the ECF rating website. It is also archived for statistical and historical purposes as a permanent record.

Photographs of junior members are published only where a parent or guardian has given consent, which the Club records. Consent can be withdrawn at any time and any published photograph will be removed.

Club communications

Club emails are sent only from official Club addresses, by or on behalf of the committee. If you receive an email about the Club from a personal address which claims to be sent on the Club's behalf, it is not authorised, and you are welcome to tell us about it.

How long your information is kept

We keep your personal data only for as long as necessary for each purpose we use it for. Other than information relating to your chess results, we keep personal information for the duration of your involvement with the Club, or until we are notified of a change by another organisation responsible for keeping its own contact information up to date.

Your rights

In certain circumstances you have the right, by law, to:

  • request access to your personal data — commonly known as a subject access request — which lets you receive a copy of what we hold about you and check that we are processing it lawfully;
  • request correction of personal data we hold about you, so that anything incomplete or inaccurate can be put right;
  • request erasure of your personal data, where there is no good reason for us to continue processing it, or where you have exercised your right to object;
  • object to processing where we are relying on a legitimate interest, and there is something about your particular situation which makes you want to object on that ground;
  • request the restriction of processing, for example while you establish the accuracy of the data or the reason we are processing it. You can also withdraw your consent where consent is the basis on which we process your data, without affecting the lawfulness of processing carried out beforehand;
  • request the transfer of your personal data to another party.

These rights are not absolute, and we may be entitled to refuse a request where an exception applies.

Contact and complaints

If you have any question about this policy or about how we process your personal data, or if you wish to exercise any of your rights, contact us at inquiries@watfordchessclub.org.

If you are not satisfied with how we are processing your personal data, you can complain to the Information Commissioner. You can find out more about your rights under data protection law from the Information Commissioner's Office.

This policy replaces the version effective 25 May 2018.