Dorset County Chess Association Privacy Policy
1. Scope and Purpose
This privacy policy sets out how the Dorset County Chess Association (DCCA) uses and protects any information that you give to it, either directly or through the Dorset Chess website. It has been written to be consistent with the General Data Protection Regulation (GDPR) which came into effect from 25th May 2018.
Please note when reference is made to the DCCA this may also refer to the activities of the Bournemouth & District Chess League (B&DCL).
The DCCA is committed to ensuring that your privacy is protected.
The DCCA will review this privacy policy regularly and may change it as a result by updating this page so please check this page periodically to ensure that you are happy with any changes.
2. Where do we collect information from?
We primarily collect personal information directly from DCCA officers, other individuals, the Dorset Chess Website and via the DCCA tournament entry forms. However, personal information from other sources may be collected.
3. What Personal Data do we collect?
The DCCA (including its website) may collect and store the following information on individuals:
• Name.
• Contact information including but necessarily restricted to address, email address and telephone numbers.
• ECF grading number, grade and grading code.
• Results of games played in league and tournament matches.
• Moves of games played and commentary there-on.
• Other related news about individuals.
• Photographs at DCCA events.
• In the case of juniors (under 18) contact information will be that of a parent, carer or guardian rather than the individual.
• For individual or team tournaments organised by the DCCA, personal individual banking information may be requested if individuals wish to have their tournament prize to be paid to them via bank transfer. This information will be immediately destroyed once payment is complete.
4. What do we do with the personal information we gather?
We use the information we collect for the following purposes:
• General organisation of the DCCA, including but not limited to the collection of club fees and the notification of AGMs and EGMs to clubs.
• Notification of match results to third parties and third party systems, including but not necessarily limited to ECF LMS.
• To contact individuals relating to forthcoming tournaments, DCCA or general chess matters and for the payment of prizes.
• Provision of chess related information including games, results and commentary about individuals on the Dorset Chess website.
• Provision of a club secretary’s or player’s contact information on the Dorset Chess website, (but only with their permission) and to other chess organisers where we believe it may be in the DCCA’s or player’s interest.
• Publication of contact information and photographs via the Dorset Chess website where consent has initially been obtained by individuals or in the case of juniors by their parent, carer or guardian. Once permission has initially been provided, this will be used for future permissions unless advised to the contrary. We will not publish any individual’s contact information on the Dorset Chess website without their express permission.
5. Who has access to your data?
In addition to information made public on the Dorset website, your contact details may be passed to DCCA officers and tournament organisers. Personal information for tournaments is only available to tournament organisers / administrators and if entered through the website, to the webmaster.
6. Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer as we are neither a public authority / body nor do our core activities involve large scale systematic monitoring of individuals. You can ask for a copy of the data we hold about you by contacting the DCCA.
7. Dorset Chess Website Administration
Our website contains links to other websites. This privacy policy only applies to our own website. We will not be held responsible for other websites even if accessed through our own website.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps us analyse web traffic. We use Google Analytics cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for anonymous statistical analysis purposes.
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.
8. How we protect your data
DCCA officers normally only hold names and email addresses. Where other personal information is held, such as for tournaments, these are stored on personal computing devices which are password protected and which have up to date anti-virus software.
It is the DCCA officers’ responsibility to securely delete data on their personal computing devices and paper records when they leave office.
Data on the Dorset Chess website is held on secure password protected servers, with hacker protection softare.
9. Your Rights
The Law gives you the following rights in relation to your personal information:
• the right to be informed about how your personal information is being used.
• the right to access the personal information we hold about you.
• the right to request the correction of inaccurate personal information we hold about you.
• the right to request the erasure of your personal information in certain limited circumstances.
• the right to restrict processing of your personal information where certain requirements are met.
• the right to object to the processing of your personal information.