For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Watford Chess Club (the “Club”) 


About this document


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.


How we collect your information


We may collect your personal data in a few limited ways, namely:


·        Directly from you, when you fill in an application for membership, when you make enquiries via our website,  when you join our junior mailing list,  our junior waiting list, or when you interact with us during your time as a member in various other ways;


·        From someone else who has applied for membership on your behalf (for example a family member);


·        From the ECF who will supply similar information to us about participants from their grading database, including name, grading , date of birth for junior players under 18 at the 1st September, ECF grading reference and membership number;


·        From the world chess governing body “FIDE” who will supply similar information to us about participants from their international ratings database, including name, country of affiliation, rating, date of birth for junior players under 18 at the 1st September, and FIDE reference 


The types of information we collect 


We may collect the following types of personal data about you:


·        Contact and communications information, including your contact details (including email address(es), telephone numbers and records of communications and interactions we have had with you);


·       The name, date of birth (if applicable) and grading of your opponents which will be passed to the ECF for grading along with the results of their chess games;


·        Your date of birth (if necessary for identification or grading purposes); 


We may also collect data about your health or medical conditions, where you have volunteered this, for the purposes of ensuring your comfort when you attend a Club event, and also whether you are a car driver for logistical purposes for matches. 


How we use personal data


Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express. These reasons are necessary and considered by us to be in the legitimate interests of running our Club.


More generally, we will use your personal data for the following purposes:


·        Administration of your Club membership, including:


o   informing you about club opening hours;


o   taking payment of membership fees;


·        Fulfilment of orders for goods and services; 


·        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, particularly coaching sessions, organised graded games for juniors, and internal club tournaments;


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:


·        Our committee and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.


·        The ECF or FIDE for the purposes of grading;


·        Unless you have contacted us otherwise, your personal data relating to your chess results is publicly available in our news and results sections on our website and from the ECF grading website. It is also archived for statistical and historical purposes as a permanent record.


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 This email address is being protected from spambots. You need JavaScript enabled to view it.


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.