Privacy Policy

Last updated: 28th August 2025

Tunbridge Wells Chess Club (“the Club”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal information. This policy explains what information we collect, how we use it, and your rights.

Information We Collect

We may collect the following information when you interact with the Club:

• Membership details: name, contact information (address, phone, email), emergency contact details (where provided).
• Competition information: ECF membership number, chess rating, match and tournament results.
• Communications: emails, messages, or forms you send us.
• Website data: limited technical information such as IP address, cookies, and analytics (see “Cookies” below).

How We Use Your Information

We use your personal information for:

• Running the Club (maintaining membership lists, contact with members).
• Organising competitions, matches, and events.
• Meeting requirements of the English Chess Federation (ECF) and local leagues.
• Communicating news, fixtures, and Club information.
• Meeting safeguarding responsibilities where juniors are involved.

We do not sell or share your personal information with third parties for marketing.

Legal Basis for Processing

We process your personal information on the following bases:

• Contract: to administer your membership and participation in Club activities.
• Legal obligation: to comply with safeguarding, tax, or regulatory requirements.
• Legitimate interests: for the smooth running and promotion of the Club.
• Consent: where you have specifically agreed (e.g. photos on the website).

Sharing Your Information

We may share your information with:

• The English Chess Federation (ECF) for membership and grading purposes.
• Local chess leagues and congress organisers.
• Our website, newsletters, or social media (only with consent for personal photos).

Data Retention

• Membership data is kept while you are a member, and for up to 2 years after in case of queries.
• Competition results may be retained indefinitely as part of chess records.
• Where law requires (e.g. safeguarding concerns), we may keep information longer.

Cookies and Website Analytics

Our website may use cookies and analytics tools (such as Google Analytics) to improve performance and understand usage. You can control cookies via your browser settings.

Your Rights

Under data protection law (GDPR), you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccuracies.
• Request deletion of your data (where applicable).
• Restrict or object to certain processing.
• Data portability (transfer your data to another organisation).

To exercise your rights, please contact us (see below).

Security

We take reasonable technical and organisational measures to keep your information secure, including password-protected files and limited access to personal data.

Contact Us

If you have any questions or wish to exercise your rights, please contact:

Data Protection Contact Tunbridge Wells Chess Club Email: admin@tunbridgewellschess.com Address: 40 London Road, Tunbridge Wells, Kent, TN1 1DL

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk.