South Birmingham Chess Club Privacy Policy (October 2019)

South Birmingham Chess Club (“the Club”), exists to foster the playing of chess in Birmingham and its environs and provides facilities where members may meet and play chess, either socially or competitively. The Club is affiliated to the Birmingham & District Chess League (BDCL) and the English Chess Federation (ECF). The Club maintains a website at www.southbirminghamchessclub.com. The Club website does not use cookies.

1. The Privacy policy of South Birmingham Chess Club is intended to comply with the piece of legislation entitled General Data Protection Regulation (GDPR) which came into force on the 25th May 2018. This legislation “expands the rights of individuals to control how their personal information is collected and processed, and places a range of new obligations on organisations large and small to be more accountable for data protection.”

2. The lawful basis on which the Club processes personal data is one of Legitimate Interest (as set out in Article 6(1)(f) of the GDPR) whereby “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”.

3. The GDPR contains certain terms which have been interpreted as follows:

a. “Data controller” is South Birmingham Chess Club.

b. “Data processor” is South Birmingham Chess Club.

c. “Data subjects” are players, officials and other individuals who participate or have indicated an interest in South Birmingham Chess Club and its events.

4. The privacy policy of South Birmingham Chess Club upholds the rights of “data subjects” as defined in the GDPR:

a. The right to be informed

b. The right to rectification

c. The right to restrict processing

d. The right to object

e. The right of access

f. The right of erasure (to be forgotten)

g. The right to data portability

h. Rights in relation to automated decision making

5. The Club collects personal data for the purpose of:

a. Enabling communication between members participating in matches, tournaments and other events of the Club.

b. Communicating with other individuals who have expressed an interest in the Club and its activities.

c. Registering members/teams with the ECF, BDCL and other chess leagues and competitions.

d. Publishing results of chess games and matches on the Club's website and on the BDCL website

e. Submitting results of chess games to the (ECF) and World Chess Federation (FIDE) where appropriate for inclusion in the national grading list and international rating list, respectively.

6. Personal data collected by the Club may include: name, DOB, telephone number(s) and postal address and commonly used digital applications e.g. email. It may also include chess playing strength(s) as published in ECF grading and FIDE rating lists or otherwise estimated.

7. In the case of junior players, contact details will be those of the child's parent, carer or guardian. Other information collected will be the child’s name and age at the start of the current academic year (midnight 31st August).

8. The data is held securely offline with password protection and access limited to officers and members of the Club for the purpose of carrying out their particular role.

9. Personal data will not be shared with any third party except where permitted by this Privacy Policy.

10. You can ask for your data to be removed from the database at any time (however, this may deny you entry to certain Club activities, e.g. BDCL League and ECF graded events)

11. 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. To do this you should send a request to the Club Secretary

12. 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.

13. 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 (ICO)

14. The data contents will be reviewed regularly (usually at the start of each season) and where an individual has had no association or contact with the Club within the past two years their entry shall be deleted, except where the data forms part of the Club's historical record; for instance, individual results in internal club competitions, representative matches, congresses and photographs.

15. Changes to this privacy policy may only be enacted through the club AGM or by the club Executive Committee and shall be communicated to the members through the club website as and whenever they take place.

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