Introduction
At Edinburgh Chess Club, we respect your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and store members’ details in line with UK data protection laws.
Information We Collect
We collect the following personal information from our adult members:
- Name and contact details
- Address
We collect the following personal information from our junior members:
- Name
- Parent/Guardian name, contact details and address
- School and Year
- Date of Birth
For juniors, we also collect or use the following special category information which is subject to additional protection due to its sensitive nature:
- Medical conditions, allergies and associated medicines
Purpose of Collection
We use this information solely for club activities, including:
- Communicating about matches, events, and meetings
- Sharing updates about club news and activities
- Managing membership records
We do not use your information for marketing or share it with third parties.
Legal Basis for Processing
We process your personal data under the lawful basis of legitimate interests (running the club effectively) and/or consent (where you have agreed to receive communications).
Data Storage and Security
Your information is stored securely in electronic or paper records accessible only to committee members who need it for club purposes.
We take reasonable steps to protect your data from loss, misuse, or unauthorised access.
Data Sharing
We do not sell, trade, or otherwise transfer your personal information to outside parties. Data is only shared if legally required (e.g., by HMRC or other authorities).
Data Retention
We keep your information for as long as you are a member of the club. If you leave, we will retain your details for the purposes of informing you about chess events open to the public at the club. You can request to have your data deleted at any time (see below).
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Withdraw consent for communications at any time
To exercise these rights, please contact us using the details below.
Contact Us
If you have any questions about this policy or how your data is handled, please contact the club president using the email address: president@edinburghchessclub.co.uk
How to Complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details above.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113