Privacy Statement
Statement in compliance with the 2018 General Data Protection Regulation
Sections:
A. Legal Basis to Process Your Personal Data
B. Security
C. Cookies
D. What data we collect from Members
E. How your personal data is stored
F. How and for what purpose we use your data
G. Retention of personal data
H. Your Rights as Members
J. Provisions relating to Non-Members of the club
A. Legal Basis to Process Your Personal Data
1. Under the May 2018 EU General Data Protection Regulation we need a lawful basis to collect and use your personal data. The law allows for six lawful bases to process personal data. One of them allows personal data to be legally collected and used if it is necessary for a legitimate interest of the organisation – as long as it is fair and balanced and does not unduly impact the rights of individuals.
2. We have conducted and recorded a Legitimate Interests Assessment in accordance with the requirements of the Regulation. We have assessed our needs of operating a chess club and we have carefully considered the impact the collection and use of personal data could potentially have on individuals’ rights.
3. Our records, both digital and otherwise, contain personal data which is used:
~ to facilitate the running and publicising of this chess club;
~ inform, educate and assist Members;
~ to promote the game of chess generally.
Processing of the data is necessary to achieve our purposes.
Such activities are unlikely to affect the fundamental rights and freedoms of individuals concerned. We have concluded that the most appropriate lawful grounds for the processing of your personal data is our “legitimate interest”.
4. We regularly use email as the principal means of communicating with our members on matters relating to the club, chess events such as chess congresses and to chess generally. At any time you may opt out of receiving these communications by replying ‘Please unsubscribe’ or words to that effect. We also communicate with individual members by telephone, to deal with such matters as match or team arrangements.
5. We operate a website, ‘https://bostonspachessclub.wixsite.com/boston-spa-chess-clu’ and a Twitter account, ‘https://twitter.com/BostonSpaChess’, which provide information and news with a view to publicising the club, informing, educating and assisting Members, encouraging participation in chess events and promoting the game of chess generally. In pursuance of these aims we use personal data in the reporting of chess activities by teams and individuals, for example the outcomes of chess matches and individual games. We may publish the detail of individual games of interest to our Members, either in the form of downloadable files (eg in .pgn or pdf format) or by displaying games in a form that can be played through online. The games may be annotated/evaluated by one or both of the players concerned, by ourselves or by a chess engine. Some pages of the website are restricted to Members. Other pages are available to the general public.
B. Security
1. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable procedures to safeguard and secure the information we collect. Any data breach will be reported to the individuals affected within 72 hours, where feasible.
C. Cookies
1. A cookie is a small file which asks permission to be stored on your computer.
2. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic. We only use this information for statistical analysis. We do not have access to your IP address.
3. Cookies help us provide you with a better website, by enabling us to monitor which pages our members and visitors find useful and which they do not. A cookie in no way gives us access to your computer or any information about you.
4. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline them if you prefer. This may prevent you from taking full advantage of the website.
D. What data we collect from Members
1. We collect your name and email address for your inclusion on our mailing list(s). We also collect a telephone contact number (preferably a mobile) so that we can contact you to deal with such matters as match or team arrangements. We collect this data by asking members to complete a membership application form including your consent for our use of this information. We do not ask for or record your private postal address.
2. For access to the Members-only pages of the club website we ask you provide your name, a username of your choice, a sufficiently secure password of your choice and your email address. We allocate to you the appropriate level of authorised access (ie Administrator, Contributor, Member). Access to the Members-only pages will be granted only after you have played your first graded game for the club.
3. We may also record information on your activity as a member of the club, eg: your inclusion in a chess team, games played, chess moves made, the results of games, your participation in chess congresses and similar competitions and the date and place of the event.
4. We may take photographs of members engaged in chess activities and publish them on the website and/or our Twitter feed unless the members concerned have asked us not to.
5. We will collect relevant publically-available information such as your chess grade(s) (FIDE, ECF, YCA) and membership of the English Chess Federation from the official websites of the organisations concerned.
6. We will only record data relating to disability or special needs if it is clearly relevant to your ability to take part in chess activity – eg: in the case of visual impairment or mobility problems. This is to help us provide suitable support and practical arrangements to enable you to particpate in club activity – eg: allowing us to make advance arrangements for wheelchair access with venue managers.
E. How your personal data is stored
1. Your data is stored on digital devices such as laptop or mobile phone, with password protection. The data may also be stored on password-protected backup devices such as removable drives or Cloud storage. Access to this data is restricted to those members of the club who require it in order to carry out their duties for the club.
F. How and for what purpose we use your data
1. We use your data:
(a) to enable communication and efficient operation within the club.
(b) to enable us to control access to the members-only pages of the club website.
(c) to enable selection of teams in accordance with the rules (regarding grades, board order, etc) of the Leeds Chess Association and English Chess Federation.
(d) to faciitate the production of reports and news items and the display of games (which may be annotated/evaluated by one or both of the players concerned, by ourselves or by a chess engine) on the club website. Such games may be displayed on the public pages of the website and/or on the pages that are restricted to Members.
(e) to facilitate production of anonymised statistics as to usage of the club website.
(f) to enable us to comply with the requirements of the Leeds Chess Association and English Chess Federation regarding the reporting of match results and matters relating to the selection of teams.
2. We may display on the pages of the club website such data (for example your chess grade and record of games) as is already a matter of public record drawn from such sources as the website of the English Chess Federation, the Chessnuts website controlled by the Yorkshire Chess Association and congress websites.
3. We may display on the club website photographs of members engaged in chess activities, unless the members concerned have asked us not to.
4. Except as provided for above we will not distribute or release your personal information to non-members of the club unless we have your permission or are required by law to do so.
5. We will not send your personal data outside the UK (although the website may be accessed from anywhere).
6. We will not sell your personal data or use it for any marketing or commercial purpose.
G. Retention of personal data
1. We will retain, and update as necessary, your personal data as long as you remain a member of the Boston Spa Chess Club.
2. If you leave the club and inform us to that effect in writing or by email we will delete your contact details from our records and will delete your registration (username, password) as a member, etc for access to the members-only pages of the club website.
3. We will, however, retain historical references to you on the club website unless you ask us to remove them.
H. Your Rights as Members
1. You may request details of personal information which we hold about you. If you would like a copy of the information held on you, or believe that any information we are holding on you is incorrect or incomplete, please write to BostonSpachessclub@yahoo.com.
2. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
3. If you leave the club we will delete your contact details and website registration in accordance with the provisions of the preceding section ‘Retention of personal data’.
J. Provisions relating to Non-Members of the club
1. Visitors to the club website: We collect anonymised data, means of the use of cookies (see section on Cookies above) to facilitate production of statistics as to usage of the club website. A cookie in no way gives us access to your computer or any information about you. We do not have access to your IP address.
2. Chess players: if you play a scheduled game against one of our Members (eg in an official league match or at a chess congress) we may collect the following personal data about you: your name, your published chess grade, the name of the club you are representing (where applicable) and the date and place of the event. This data is normally supplied to us by your own club or the congress organiser. We may also take photographs of players and publish them on the website unless the players concerned have asked us not to.
3. We may use the data when publishing by mailout to our Members or on our website the outcome of the game as a matter of public record and a matter of legitimate interest to the Club and its Members.
4. We may publish the moves made during the game. either in play-through form or as a text or pdf file, on our website. The game may be annotated by one or both of the players concerned, by ourselves or by a chess engine. If we have published these details on the public pages of the website and you do not wish them to appear there we will remove them from the public pages if you request us to do so by writing to: BostonSpaChessClub@yahoo.com.
5. We will not sell your personal data or use it for any marketing or commercial purpose.