Bath Chess Club Privacy Notice

Our contact details  

Name:               Clive Walley, Club Secretary

Phone Number: 0744 342 3132

E-mail:              clubsecretary [AT] bathchessclub [DOT] co [DOT] uk

This Privacy Notice was updated on 1 August 2023.

 

The type of personal information we collect

We currently collect and process the following information:

  • Personal identification. e.g. your name; title; gender; date of birth; age; photographs
  • Contact information. e.g. your address; email address; telephone number; mobile number
  • Family information. e.g. name of your parent or guardian if you are under the age of 18
  • Financial information. e.g. membership fee; concession status
  • Club information. e.g. membership status (club member, social player, inactive); driver / non-driver
  • Results information. e.g. rating information; competition results
  • Other memberships information. e.g. English Chess Federation; Salisbury Club
  • Online information. e.g. user ids

In the case of children under the age of 18, all contact information will relate to the parent or guardian.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you. We also receive personal information indirectly, from the following sources in the following scenarios:

  • Information from the English Chess Federation – ECF membership; rating; individual results
  • Information from Bristol & District Chess League – Individual results
  • Information from the Somerset Chess League – Individual results
  • Information from the Salisbury Club – Membership

We use the information that you have given us in order to manage the chess club and fulfil its objectives and activities. In particular, it is used as follows.

  • To contact you regarding events;
  • To provide you with club news, and to share club information; and
  • To keep a record of club chess results.

Club members, social players and inactive players: We may share your Personal Data with the executive committee and team captains for the purposes of managing the club and organising club championships, leagues and matches.

Club members and Social players: We may share your contact information with other club members and social players to facilitate communications regarding club tournaments and general match arrangements. Please contact us the club secretary if you do not wish your contact information to be shared with others.

Inactive players: We will not share your contact information with Club members or other social players.

Players choosing to join the club WhatsApp group need to be aware that mobile phone details will be available to others irrespective of their player category and of any request to be excluded from data sharing.

We may share your competition results with the Bristol & District Chess league, the Somerset chess league, the English Chess Federation and the press. Other Personal Data information will not be shared or offered to any other groups or organisations, inside or outside of the UK.

Under the UK General Data Protection Regulation (UK GDPR), we are required to demonstrate the lawful basis we rely on for processing your Personal Data. We have a legitimate interest to process your Personal Data in order to manage your membership of the club, arrange competitions on your behalf, submit your results of the chess league and English Chess Federation and promote the Bath Chess Club. We ensure that our use of your Personal Data for these purposes does not override your fundamental rights and freedoms.

How we store your personal information

Your information is securely stored. We restrict access to your information to those who need to know that information for the purposes set out above.

We keep all of your Personal Data for the period of your involvement with the chess club. We will delete your contact information securely within 5 years of your leaving the club. We will retain your competition results for the lifetime of the club.

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 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 club secretary 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 by emailing the club secretary.

You can also complain to the ICO 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