Data Protection Policy

Summary

Wotton Hall Chess Club ("Wotton Hall", "us", "we") is committed to ensuring that personal data is processed and protected in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). This Data Protection Policy sets out the principles and procedures for handling personal data within our chess club. We operate from the following address:

Wotton Hall Social Club

138 Barnwood Road

Gloucester

GL4 3JS

This policy applies to anyone whose personal data we process. This includes but is not limited to members, prospective members and chess club captains.

Purpose of processing personal data

We process personal data for the following reasons:

• To manage memberships at the club

• To coordinate events, matches and internal club tournaments

• To submit grading updates to the English Chess Federation (ECF)

• To capture and use photographs for promotional purposes (with prior explicit consent)

• To ensure effective communication within the club via WhatsApp

Principles of data protection

We are committed to ensuring all personal data we process is:

• Processed lawfully, fairly and transparently

• Collected for specified, legitimate purposes and not further processed

• Accurate and kept up to date

• Processed in a manner that ensures appropriate security of the data

Roles and responsibilities

The following individuals are responsible for ensuring that this Data Protection Policy is implemented:

• Club secretary - Responsible for maintaining records of personal data, managing consent for data processing, and ensuring that any requests related to data access, corrections or deletions are handled

• Senior officers - Responsible for overseeing the implementation of data protection procedures and ensuring compliance with the Data Protection Act 2018 and GDPR

All members of the club who handle personal data must:

• Ensure personal data is processed in accordance with the principles outlined in this policy

• Take reasonable measures to protect data from unauthorised access, disclosure or misuse

• Ensure that personal data is stored securely and access is limited to authorised persons only

Data sharing and third parties

We may share personal data with third parties in the following situations:

• Other clubs and teams - When arranging games, events or tournaments, we share the names of the relevant Wotton Hall members involved. We may also share a members phone number if required, for example, if our member is captain of the team

• English Chess Federation (ECF) - We submit grading data to the ECF

Data retention

We will retain personal information for only as long as it is necessary to fulfil the purposes outlined in this policy. The retention periods are:

• Membership information - We will retain personal information regarding membership information for the duration of membership and a short time after a member leaves the club, in case they wish to re-join in the future

• Photographs - Photographs will be retained for as long as they are needed for promotional purposes. An individual may request the remove of their photographs at any time

Personal data will be securely deleted or destroyed when it is no longer required for the purposes outlined in this policy.

Data subject rights

Under the GDPR, individuals (data subjects) have the following rights regarding their personal data:

• Right to Access: You can request access to the personal data we hold about you.

• Right to Rectification: You can request that we correct any inaccurate or incomplete personal data.

• Right to Erasure: You can request that we delete your personal data, subject to certain conditions (e.g. if the data is no longer needed for the purposes for which it was collected).

• Right to Restrict Processing: You can request that we limit the way we process your personal data in certain situations.

• Right to Object: You can object to certain types of data processing, including direct marketing.

To exercise these rights, please contact our Membership Secretary, Sarah Ashworth, at any time. We will respond to any request in accordance with data protection laws.

Data breaches

In the event of a data breach, we will:

• Notify the affected individuals as soon as possible

• If required due to the severity of the breach, report the breach to the Information Commissioner's Office (ICO)

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, Sarah Ashworth, at any time. When you do so, please provide your full name, your preferred contact information and a summary of your query.

Last updated 25 January 2025