Summary
Wotton Hall Chess Club (“Wotton Hall“, “us“, “we“, “the club“) is comitted to ensuring that personal data is processed and protected in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). This Data Protection Policy sets out the principles and procedures for handling personal data within our chess club. We operate from the following address:
Wotton Hall Social Club
138 Barnwood Road
Gloucester
GL4 3JS
This policy applies to anyone whose personal data we process. This includes but is not limited to members, applicants, and player names from teams within the North Gloucestershire Chess Association.
What we collect
We process personal data for the following reasons:
- To manage memberships of adults and junior members at the club
- To coordinate events, matches and internal club tournaments
- To submit grading updates to the English Chess Federation (ECF) and the English Chess Federation League Management System (ECF LMS)
- To capture and use photographs for promotional purposes (with explicit consent)
- To ensure effective communication within the club via WhatsApp
The data we store includes:
- Full names, email addresses, phone numbers, ECF rating codes of our members, or their elected parent/guardian
- Birth dates of junior members for safeguarding purposes
- Payment details of our members (When and how they’ve paid. We do not store any payment details.)
- Notes describing club members and teams
- Full names and ECF rating codes of non-members who:
- Have played against us in a North Gloucestershire Chess Association match
- Participated in a tournament or event hosted by us
Who we share data with
We share data belonging to members of the club with the English Chess Federation (ECF) for rating purposes. We provide ECF with our members full names and ECF rating codes, and anything else that may be required for rating purposes. We also retrieve rating data from the ECF and keep it on record. To do that, we require ECF to provide a full list of players associated with Wotton Hall chess club. We only store the data of players we already have a record of.
We also share member data with other clubs within the North Gloucestershire Chess Association. When arranging games, events or tournaments we are required information about our members who aim to participate in these events. (Names, rating codes). We may also share phone numbers if required, for example to allow captains to communicate when arranging games.
We share member data with event organisers, this includes but is not limited to simultaneous events. The organisers of said events require a list of names that will be taking part before the event happens.
Consent for communication
We require explicit consent before sending any member an email, or inviting them to a WhatsApp group for the club. We may send emails for:
- Membership renewals
- Club newsletters
member may withdraw consent to these at any time by advising a club officer, or by filling out the consent withdrawal form. Removal from WhatsApp groups is a manual process that may take some time, it is therefore advised that members leave the WhatsApp group themselves.
Data retention
We will retain personal information for only as long as it is necessary to fulfil the purposes outlined in this policy. The retention periods are:
- Membership information – We will retain personal information regarding memberships during the active period of membership plus 24 months.
- Photographs – Photographs will be retained indefinitely as long as we have legitimate interest to use them in promotional materials. Photographs may be removed from the website by speaking to a club officer
Personal data will be securely deleted or destroyed when it is no longer required for the purposes outlined in this policy.
Your rights
Under the GDPR, individuals (data subjects) have the following rights regarding their personal data:
- Right to Access: You can request access to the personal data we hold about you.
- Right to Rectification: You can request that we correct any inaccurate or incomplete personal data.
- Right to Erasure: You can request that we delete your personal data, subject to certain conditions (e.g. if the data is no longer needed for the purposes for which it was collected).
- Right to Restrict Processing: You can request that we limit the way we process your personal data in certain situations.
- Right to Object: You can object to certain types of data processing, including direct marketing.
To exercise these rights, please contact our Membership Secretary, Sarah Ashworth, at any time. We will respond to any request in accordance with data protection laws.
Data breaches
In the event of a data breach, we will:
- Notify the affected individuals as soon as possible
- If required due to the severity of the breach, report the breach to the Information Commissioner’s Office (ICO)
Updated 25th January 2025