Privacy Notice

Rose Forgrove Chess Club Privacy Notice

General Data Protection Regulation (GDPR), Privacy Notice for your information.


What personal data does Rose Forgrove Chess Club collect?

The data we routinely collect includes members’ names, addresses, email addresses and phone numbers. We collect this data directly from our members when they join the club and on a yearly basis before the start of the new chess season.

We collect the scores from the games you play, which are then displayed on the Chessnuts website, the Leeds Chess Association (LCA) website, the English Chess Federation (ECF) website, on our website and some are circulated to members’ through email.


What is this personal data used for?

We use members’ data for the administration of your membership, the communication of information and the organisation of events.


Who is your data shared with?

Members’ renewing their ECF membership through Rose Forgrove Chess Club will have the relevant data passed on to the ECF.

The scores from the matches you play for the club are passed on to the LCA, the Yorkshire Chess Association (YCA) and ECF for calculating your grade.

Your personal data is not passed on by us to organisations other than those indicated above, whether or not connected with chess.


Where does this data come from?

Data for our members comes from them when they join Rose Forgrove Chess Club, when they inform the Club of any changes and on a yearly basis before the start of the chess season. Scoring data comes directly from the results of the games you play.


How is your data stored?

This information is stored in digital form on the Club Vice-Captain’s computer and in the form of written documents stored at the Club Vice-Captain’s home.


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. The Rose Forgrove Chess Club Committee is responsible for ensuring that the Rose Forgrove Chess Club discharges its obligations under the GDPR.


Who has access to your data?

Members of the committee of Rose Forgrove Chess Club have access to members’ data in order for them to carry out their legitimate tasks for the club.


What is the legal basis for collecting this data?

Rose Forgrove Chess Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated mind sport.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.


How you can check what data we have about you?

If you want to know the basic membership data we hold about you, you should contact Clive Davies.


Does Rose Forgrove Chess Club collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.


How can you ask for data to be removed, limited, or corrected?

There are ways in which you can limit how your data is used.

  • You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address. This option can be implemented by contacting Clive Davies.
  • You do not need to provide us with your date of birth unless you wish to gain concessions based on age.


How long do we keep your data for and why?

We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.

Since underlying statistical data, like scores from chess games continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the calculation of grades, are not deleted by Rose Forgrove Chess Club, the LCA, the YCA, or the ECF.

Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.


What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to delete the information we will do so on the same basis as when requested to remove data by a former member.