Summary
Wotton Hall Chess Club (“Wotton Hall“, “us“, “we“) is the controller and responsible for protecting your personal data and handling it responsibly. We operate from the following address:
Wotton Hall Social Club
138 Barnwood Road
Gloucester
GL4 3JS
This policy covers the personal data that Wotton Hall processes when you interact with us, including when you engage with us online (such as via WhatsApp or Facebook), when you are a member of Wotton Hall and when you correspond with us (such as by emailing the Membership Secretary). It also covers personal data that we may receive from third parties, such as other chess clubs in the Gloucestershire area.
Personal data Wotton Hall collects from you
We collect personal data from your interactions with us, such as when you engage with us online (such as on WhatsApp or Facebook), attend Wotton Hall Social Club to play chess, or when you correspond with us (such as by emailing the Membership Secretary).
The personal information we collect includes:
- We do collect the full name of a member or prospective member, and the full name of their parent or guardian if applicable
- We do collect the phone number of a member or prospective member, or the phone number of their parent or guardian
- We do collect information about a member’s attendance at Wotton Hall events, such as league matches and attendance at the Annual General Meeting (AGM)
- We may collect volunteered information, including but not limited to photographs and online aliases
- We may collect the email address of a member or prospective member, or the email address of their parent or guardian
- We may collect the address of a member or prospective member
- We may collect English Chess Federation (“ECF”, https://www.englishchess.org.uk/ecf-privacy-notice/) grading information of a member or prospective member
Personal data Wotton Hall receives from third parties
Sometimes we receive personal data from third parties, in particular:
- the name, phone number and email address of parties interested in joining Wotton Hall, provided to us by current members
- the name, phone number and email address of captains across the North Gloucestershire Chess League (NGCL)
Why we process your personal data
This section explains the reasons why we process your personal data and our legal basis for doing so.
Legitimate interest
We process your personal data when necessary to pursue our legitimate interests in the following:
- maintaining a current, up-to-date list of Wotton Hall members and their contact details
- identify and update member records within the ECF system
- register members to play for Wotton Hall in competitions which the club enters, namely those associated with the NGCA and 4NCL
- submit results of matches played to the ECF for grading purposes
- share results of matches to other chess teams that compete in the NGCA
- communicating with members for the purpose of running the chess club, including selecting and organising teams and other chess events
- we retain contact information for club captains across the NGCA, to ensure our teams are able to communicate
Consent
If you’ve consented, we‘ll do the following (you may opt out of any at any time):
- share your personal details, including address, with Wotton Hall club captains or members for the purpose of arranging transit to and from chess events – please see our safeguarding statement for more information
- share your personal details, including name, address, and phone number between Wotton Hall social media accounts and the club itself for the purpose of engaging with prospective members
- capture and share photographs of club events which may be used for promotional purposes, including on our WhatsApp group or website (with prior explicit consent)
Who we share personal data with
We may share your personal data with the following recipients:
- ECF, the governing chess body in England, for the purpose of keeping records of our membership and game results up to date
- NGCA partners, namely other chess clubs in Gloucestershire, for the purpose of arranging league chess matches either at Wotton Hall Social Club or another pre-agreed location
- Four Nations Chess League (4NCL), for the purposes of registering our club members to play in this competition
- We will never sell or share your personal data for commercial purposes
Personal data transfers outside of the UK
We do not transfer your personal data outside of the UK. In certain circumstances, your data may be held in other countries, such as:
- Facebook – We have a club Facebook group which is administered from the UK. Facebook may host data outside of the UK, please see their privacy policy for more information – https://www.facebook.com/privacy/policy/
- WhatsApp – We have a club WhatsApp group which is administered from the UK. WhatsApp may host data outside of the UK, please see their privacy policy for more information – https://www.whatsapp.com/legal/privacy-policy
How long we retain personal data
We retain personal data about your membership for as long as you are a member of Wotton Hall plus 24 months (in case you decide to become a member again or have queries about it).
Your rights to withdraw consent and to object
Wherever we rely on your consent to process personal data, you always have a right to withdraw that consent. See ‘Why we process your personal data’ for more information on why we require your consent.
You also have the right to object any use of your personal data for any processing that we undertake based on legitimate interests. We would however be unable to facilitate a membership for you without these details.
Your other personal data rights
In addition to your rights to withdraw your consent and to object, you have the right to ask us:
- for access to information about your personal data or for a copy of your personal data
- to correct or delete your personal data
- to restrict processing of your personal data
These rights may not always apply, for example if fulfilling your request would reveal personal information about another person.
Changes to the Privacy Policy
We may update this Privacy Policy from time to time without notice. When we do, we will notify you via a WhatsApp announcement. The updated policy will apply to all personal data we hold.
How to contact us and exercise your rights
We will do our best to assist with any queries you have about your personal data within 30 days of receipt. You can contact our Membership Secretary, Mike Ashworth, at any time. When you do so, please provide your full name, your preferred contact information and a summary of your query.