For the purposes of the UK General Data Protection Regulation ("UK-GDPR") and UK data protection laws, the controller is Welwyn Hatfield Chess Club (the “Club”)   This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we use your data as a member or potential member of the Club. 

Data Controller

Welwyn Hatfield Chess Club acts as a Data Controller within UK-GDPR in that it gathers certain information for which it has a legitimate interest, e.g. to arrange chess matches/events both within the club and against other clubs. We ensure that your personal data is processed fairly and lawfully, is accurate and is kept secure and is retained for no longer than necessary.This information includes name, chess grading information, email address and telephone number. Such information is shared with other Welwyn Hatfield Chess Club members in order to assist in the arrangement of club competitions and club matches arranged through the Herts Chess League and similar organisations. Information is also shared with the English Chess Federation in order to allow grading activities to take place. 

How we use personal data 

The club will rely on the lawful basis of Legitimate Interests and in some cases Consent in order to process personal information about members. Personal data provided to us will be used for the purposes set out below.  These reasons are necessary and considered by us to be in the legitimate interests of running our Club.  

Administration of your Club membership, including: 

  • informing you about club opening hours and meetings; 

  • taking payment of membership fees; 

  • Organisation of chess matches, tournaments and teams, and  to communicate these details to team captains of other teams we are playing; 

  • Submission of results of matches for grading by the ECF; 

  • Submission of your results to the controller of the chess leagues you have participated in, including the Hertfordshire County Chess Association; 

  • Communication about our Club activities that we think may be of interest to you

Consent will be requested for display of club members’ photos or names on external communications such as the Club website, Facebook page.Where the club processes personal date solely on the basis that you have consented to the processing, you will have the right to withdraw that consent. 

 Sharing your information with others 

We do not sell or share your personal data for other organisations to use other than as set out below: Personal data collected and processed by us may be shared with the following third parties, where necessary:  

  • The ECF or Controller of Hertfordshire County Chess leagues for the purposes of grading;·       

  • The Haldens Sports & Social Club “Haldens”.   Chess club membership includes membership to the Haldens Sports & Social Club venue. Name, age and address will be shared for the purposes of administering your membership and giving you access to the Haldens membership benefits to which you are entitled. (Age and address required as Haldens fee structure differs for local residents and retirement age.) 

How long your information is kept 

We keep your personal data only for as long as necessary for each purpose we use it. Other than information relating to your chess results we only keep personal information for the duration of your involvement with the Club or until notified of change by other organisations who are responsible for keeping their own contact information up-to-date 

Your rights

Under certain circumstances, by law you have the right to: 

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.

  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.  You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).

  • Request the transfer of your personal data to another party. 

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply. 

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact us at info@welhatchess.co.uk If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.