Privacy Notice
Saturday 7 September, 2024
For contact information for our Data Protection Officer, please see our
contacts page.
We currently collect and process the following information from applicants for
membership or for inclusion on our mailing list in respect of any season, and
occasionally from existing members:
- your (i.e. applicant’s) name
- your email address
- your home postcode
- any other postcode(s) from or to which you may travel to and from the club’s
venue
- your personal preferences expressed in responses to any questionnaires or
surveys we may send you
- name of anyone completing application on your behalf
- if you are a junior (i.e. aged below 18 on the date of registration):
- name of your parent or person exercising parental responsibility (“parent”)
- parent’s phone number
- parent’s email address
- whether you were a member during the previous season
- whether you are entitled to a concession as being:
- a junior (below 18)
- a full-time adult (18+) student who is not retired
- unemployed and not retired
- a titled player currently entitled to a concession
- your ECF (English Chess Federation) rating code (if any)
- your FIDE ID (if any)
- your phone numbers
- your Twitter name (optional)
- such information (for example, date of birth, home address and nationality) as
the Club may need in order to open bank or other accounts with institutions
which for legal reasons require such information about a proportion of the
Club’s members
- other notes you provided with your application, such as any Club roles you
have interest in fulfilling, or consents you have provided (e.g. to being
photographed, or to receiving certain types of communication)
- the IP address of the computer from which you submitted your membership
application
We also process information from our members, and other chess players who are
not members of our Club, relating to the results of games you and they have
played when representing the Club or opposing clubs in league matches, and when
participating in tournaments or other competitions organised by or in
association with the Club.
We regularly communicate with you (provided you have consented to receive such
communications) about matches and other events. We process and record your
responses to these (for example, when you declare yourself available to play in
a match).
We also process the following information relating to the previous, current and
next seasons:
- the membership fee payable for the relevant and previous season
- the amount actually paid
- the date of payment
- any part of the payment which is to be treated as a donation
- the fact that you are or were a member
- your membership type (i.e. standard, junior, student, unemployed or - if
currently applicable - titled player)
- the date of expiry or renewal of your membership
(Not all this information is necessarily “personal data” regulated by law.)
Most of the personal information we process is provided to us directly by you,
or created by us, for one or more of the following reasons:
- managing the Club generally
- organising Club events (including League matches)
- finding new accommodation
- maintaining our links with Hendon and the districts adjacent to or nearby our
current venue
- keeping members, supporters and the general public informed about Club
activities
- maintaining the Club’s connection with members and supporters through social
media
- soliciting and administering membership renewals, new members, supporters and
donations
- recording and managing the Club’s finances and accounts
- opening bank and other accounts with institutions which for legal reasons may
require personal information about a proportion of the Club’s members
- identifying junior members who require care and consideration under the Club’s
safeguarding policy, and ensuring we can contact a parent if we need to
- ensuring we do not incur ECF game fees or other avoidable costs by submitting
games for rating involving players who do not have the required level of ECF
membership
- in the event of the Club’s dissolution, identifying those members and certain
former members to whom the officers of the Club must distribute the net assets
of the Club or their proceeds of sale, and to ascertain the shares of such
assets or proceeds to which such members and former members may be entitled.
- improving our website and databases and keeping them secure from accidental
damage and malicious activity
We also process personal information indirectly, from the following sources in
the following scenarios:
- from our bank statements: words that help us to identify bank transfers made
by you to us where the transaction description isn’t enough to identify you
- from the ECF, FIDE or competition organisers: your ECF and FIDE ratings (if
you’re a current member and therefore eligible for selection to play for our
teams), your current ECF membership status and expiry date, and details of
your games in competitions involving the Club
We may share this information with:
- the ECF and/or FIDE, to facilitate the rating of games.
- competition organisers when players participate in external club team
competitions, such as leagues, or tournaments with which the Club is
associated.
- persons organising competitive events for or in association with the Club whom
the Club requires to invite members to play in such events.
- some or all of our members where such disclosure is required by our
Constitution, expressly or by necessary implication (e.g. to enable members to
convene an extraordinary general meeting where the Committee fails to do so).
- institutions which for legal reasons require information (for example, date of
birth, home address and nationality) about a proportion of the Club’s members
in order to open bank or other accounts
- the general public and people on our contact lists by publishing player names,
ratings and results on our website in match reports and other articles or by
messages to people on our contact lists or by posting on our social media
accounts.
- persons with whom we consider limited disclosure or sharing to be necessary to
ensure a member’s welfare.
- persons with whom we are required to disclose or share the information by law.
Under the General Data Protection Regulation (GDPR), the lawful basis we rely on
for processing this information is that we have a legitimate interest. Our
legitimate interest is in running a chess club with a paid membership and
organising chess events for our members and (at a higher charge) for
non-members. This interest requires us to do all the things mentioned in our
stated purposes.
The information we hold about you is stored on computers in the UK or the
European Union, to which only officers of the Club have access.
We keep membership information (names, contact details, age status etc) until
the end of the membership year or season in which the sixth anniversary of the
date of membership falls, and then remove it. So (for example) the membership
information of a member who joined on 11 March 2021 would need to be deleted on
1 September 2027: unless of course the member has renewed in the meantime and
re-registered the information.
We keep registration sheets (i.e. the information provided by applicants for
membership and by persons wishing to go onto our mailing list) for as long as
evidence of consents given by individuals is required.
If you ask us to do so (for example by objecting to our data processing), we
will remove all your membership information except your name, email address,
membership dates and fees paid, which we will retain solely to ensure you are
not sent any advertising or marketing material by the Club, and/or to facilitate
distribution of the Club’s assets to current and recent members if the Club is
dissolved or ceases to exist as a functioning entity, pursuant to article 9 of
the Club’s constitution. If you do this, we will be unable to continue to
provide you with member benefits.
We will generally retain information about you which is readily available to the
public via other sources, such as game results.
Another option you have is to withdraw your consent to us sending you material
which may qualify as advertising or marketing material under applicable law. In
this case, since we will still retain your membership information, you can still
obtain the benefits of membership, but may not be notified of most of our
events. We automatically treat any such consent as expiring at the end of the
season following the one for which you provided it.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your
personal information.
- Your right to rectification - You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to
complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal
information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to
restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the
processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer
the personal information you gave us to another organisation, or to you, in
certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a
request, we have one month to respond to you. Please contact us at the email
address, phone number and/or postal address given at the top of this Privacy
Notice if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can
make a complaint to us using the email address, phone number and/or postal
address given at the top of this Privacy Notice.
You can also complain to the Information Commissioner’s Office if you are
unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk