Last updated 27/09/23

Southend-on-Sea Chess Club Privacy Notice

General

Southend-on-Sea Chess Club is a not-for-profit association which promotes chess in Southend-on-Sea. It is managed by an Executive Committee drawn from members. It runs chess events for its members and also has teams participating in events run by the Southend & District League, Essex Chess Association and English Chess Federation (“ECF”). Adults and children participate in its events and teams.

We have an arrangement, along with many other chess organisations in England and Wales, for the rating of individual performances (“rating”) within our competitions whether or not those individuals are direct members of the ECF. Both the ECF and the world governing chess body, Fédération Internationale des Échecs (“FIDE”), protect personal information by allocating a unique individual reference for rating purposes, known as an “ECF Code” for national rating and as a “FIN” for international rating purposes.

For our age restricted competitions, we protect personal identification data of Junior players by using a player’s ECF Code and/or FIN for eligibility. For players who are not known to the national or international rating databases, information of a more personal nature (such as a date of birth or parts thereof depending on the organisation) is required for our eligibility purposes so that those external organisations can create a reference code in accordance with their data protection policies to protect data of a more personal nature. Once this has been created for a player, we delete this additional personal information. Age and gender information is required by these external organisations as part of the process for allocating an ECF Code or FIN and to facilitate the search functions on their public rating databases for the benefit of individual chess players. You are referred to the data protection policies and privacy notices of these external organisations as to their processing of your personal data.

The national and international rating databases, together with our results archive and the archives of organisations in which our teams participate, are kept in the wider public interest of having national and international systems to measure and record performance as well as keeping a statistical historical record of chess played. Those who play in our competitions have a legitimate interest and an expectation that:

• their names and, if necessary for eligibility purposes, some date of birth information, with the names of their opponents will be passed to the ECF for rating along with the results of their chess games either directly or through the organisers of the events our teams enter;
• the ECF will supply information to us about participants from their rating database, including name, rating, year of birth for junior players under the age of 18 on the 31st August, ECF Code and membership number;
• FIDE will supply information to us about participants from their international rating database, including name, country of affiliation, rating, year of birth for junior players under the age of 18 on the 31st August, and FIN;
• Southend-on-Sea Chess Club will maintain a statistical and historical archive of their results, as will the ECF in its rating database in a wider public interest.

All eligible club members (i.e. those not registered to play for other Southend & District Chess League clubs) will be registered to play for the club in the Southend & District Chess League.

All players have a legitimate interest and expectation that their name, contact details, along with date of birth for junior players, will be passed on to the Southend & District Chess League to enable them to participate in the League’s competitions.

All eligible club members will become members of the Essex Chess Association to enable them to play for the club in events run by the Association. All players have a legitimate interest and expectation that their name, contact details, along with date of birth for junior players, will be passed on to the Essex Chess Association to enable them to be a member of the Association and participate in its competitions.

All eligible club members (i.e. those aged 18 or over) are required to be members of Ambleside Social Club. All players have a legitimate interest and expectation that their name and contact details will be passed on to Ambleside Social Club to enable them to be a member of Ambleside Social Club and participate in its activities.

All club members are required to be members of the ECF. If requested by the member, we will collate the necessary information required to become an ECF member and pass this on to the ECF. Those that use this facility have a legitimate interest and expectation that their name, contact details, date of birth, gender and for renewal purposes ECF membership and ECF Codes that they provide will be passed on to enable them to become members of the ECF.

As an organisation we are committed to protecting and respecting the privacy of all who participate in the running of the club, our members and those involved in our competitions whether they be players, parents and guardians, carers or organisers.

For junior chess players we have a legal obligation to process their date of birth, so that from the age of 13 they can exercise their own privacy rights and so that we can ensure appropriate safeguarding for our teams and at our events. Junior chess players, their parents and guardians have an expectation and a legitimate interest in the fairness of age restricted competitions or prizes.

We run chess events for our members and also have teams participating in regional and national events. It is necessary to collect information to identify the players, maintain a record of results and pass that information to the organisers of those events and to the ECF for rating and to ensure that eligibility to play criteria are met. It is also necessary to be able to contact participants through the contact information that they supply to us.

Southend-on-Sea Chess Club is what is known as the “Controller” of the personal information that is provided to us by its members. It can be contacted through the Secretary whose details appear on our website.

Why we need your data

To serve our members and provide information about chess-playing opportunities, we need to be able to communicate with them. Our members have a legitimate interest in such communications including information about our activities. Personal contact details are required for this purpose.

To allow our members to participate in the Southend & District Chess League’s activities, we need to be able to pass on to the League the personal information that they require of you.

To allow our members to participate in the Essex Chess Association’s activities, we need to be able to pass on to the Association the personal information that they require of you.

To allow our members to participate in Ambleside Social Club’s activities, we need to be able to pass on to Ambleside Social Club the personal information that they require of you.

To be able to take out ECF memberships for individuals on request, we need to be able to pass on to the ECF the membership personal information they require of you.

To be able to operate the club under the terms of our Constitution, the members of the two governing representative bodies (the Executive and the members in General Meeting) need to communicate with each other. The club and those members have a legitimate interest in such communications. Personal contact details are required for this purpose.

All the eligible results of our internal competitions are submitted for rating by the ECF. This is usually done by our Tournament Secretary. In submitting rating results to the ECF, our competition organisers are also what are known as “Data Processors” for the ECF. To be able to run our competitions fairly, some of which have restrictions on entering according to age and/or rating, we need to be able to identify participants, use their rating and results and forward information to the ECF for rating purposes. There are eligibility criteria for all our competitions, some of which are set by the ECF. In the interests of fair play, it may be necessary to seek additional personal information to satisfy ourselves that players are eligible to play. It is also necessary for both the club and the ECF to keep a historical statistical record of the chess played by the club and for this to be publicly accessible from their respective websites. The club and its members have a legitimate interest in these functions. Personal names, results and, in some circumstances, date of birth information are required for these purposes.

What we do with your data

All the personal information that we process is processed by our officials according to their specific roles within the club. Some personal information will also be passed on to the Southend & District Chess League, Essex Chess Association and Ambleside Social Club so that you are able to use the services provided by those organisations. It will also be passed on to the ECF for rating purposes and also, on request, for becoming an ECF member. No other third parties will have access to your personal information unless it is necessary for the Executive Committee role that you have accepted or you have consented to its public accessibility via our website or promotional literature.

Personal data relating to your chess results is publicly available on our website, the websites of the organisations in which our teams play and on the ECF rating website. It is also archived for statistical and historical purposes as a permanent record. It is not possible to become a club member and participate in our chess competitions if you object to this or to the passing of your information to other organisations as described above.

Our officials keep your personal information secure either on password protected systems or in password protected files. The club Secretary maintains a central list of members’ contact details which is distributed to all members of the Executive Committee (except Additional and Junior Committee Members) so that club members can be contacted as appropriate.

How long do we keep your data?

Other than information relating to your chess results, we only keep personal information for as long as you remain a member of the club. Once you have left the club, it is deleted.

Our website

Our website uses cookies to manage your session should you sign in to the members' area, and also if you use the 'Remember me' feature when signing in. It does not use cookies for any other purpose.

Our website may display photographs of individuals taken during our activities. The taking of photographs at our events will be announced and is regulated in accordance with our safeguarding policy. Subjects may request that they are not portrayed or identified in any published material.

What are your rights?

If at any point you believe the information we process on you is incorrect you can request to see this information, and have it corrected or deleted in some circumstances. Players have the right to ask the club not to process their personal data. However, in those circumstances, it would not be possible to continue being a member of the club.

If you wish to raise a complaint on how we have handled your personal data, you can contact us through the Club Secretary to have the matter investigated.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office https://ico.org.uk/

Sensitive information - safeguarding

To comply with laws on safeguarding children and adults in need having regard to our Safeguarding Policy, for social protection and for the purposes of our public liability insurance we may need from time to time to process personal information relating to:

• persons we may wish to appoint whose role includes supervision of children and/or adults in need in the absence of a carer, parent or guardian
• members participating in our events
• persons raising safeguarding concerns at our events
• persons having a safeguarding need.

All safeguarding sensitive information is confidential and is also processed according to our Safeguarding Policy. Confidential information is maintained securely by our safeguarding team on free standing password protected systems and/or password protected files. In some instances that information may need to be shared with one or more of the Executive Committee, other safeguarding officers in other organisations, Social Services or the Police depending on the circumstances. Sharing of safeguarding information is governed by Law and is undertaken in accordance with our Safeguarding Policy. In extreme circumstances processing may also be in the vital interests of the individual or involve social care.

We also hold non-confidential information relating to safeguarding at our events, which includes personal information about our organisers and officials. This is a necessary part of being able to run events that may include junior chess players or adults in need. Similarly, it is necessary for our contacting team to be contactable by those participating in or spectating at our events. Southend-on-Sea Chess Club, our officials and organisers, junior players, adults in need, carers, parents and guardians have a legitimate interest in the processing of this personal information, including contact details.

Safeguarding documents relating to concerns about a child will be retained for seven years after the child has left the club. Safeguarding documents relating to concerns about an adult’s behaviour will be retained until the adult reaches the age of 65 or for ten years – whichever is longer. This archive also serves as a data back-up and is kept securely by the Secretary.

Changes

Any changes to this Privacy Notice will be announced on the club website.