Privacy Policy

Summary

Wotton Hall Chess Club ("Wotton Hall", "us", "we") is the controller and responsible for protecting your personal data and handling it responsibly. We operate from the following address:

Wotton Hall Social Club

138 Barnwood Road

Gloucester

GL4 3JS

This policy covers the personal data that Wotton Hall processes when you interact with us, including when you engage with us online (such as via WhatsApp or Facebook), when you are a member of Wotton Hall and when you correspond with us (such as by emailing the Membership Secretary). It also covers personal data that we may receive from third parties, such as other chess clubs in the Gloucestershire area.

The section below explains in more detail:

• The types of personal data we collect from you

• The types of personal data we receive from third parties

• Why we process your personal data

• Who we share your personal data with

• Personal data transfer outside of the UK

• How long we retain your personal data

• Your rights to withdraw consent and to object

• Your other personal data rights

• How to contact us and exercise your rights

Personal data Wotton Hall collects from you

We collect personal data from your interactions with us, such as when you engage with us online (such as on WhatsApp or Facebook), attend Wotton Hall Social Club to play chess, or when you correspond with us (such as by emailing the Membership Secretary).

The personal information we collect includes:

• We do collect the full name of a member or prospective member, and the full name of their parent or guardian if applicable

• We do phone number of a member or prospective member, or the phone number of thier parent or guardian

• We do colelct information about a members attendance at Wotton Hall events, such as league matches and attendance at the Annual General Meeting (AGM)

• We may collect the email address of a member or prospective member, or the email address of their parent or guardian

• We may collect the address of a member or prospective member

• We may collect English Chess Federation ("ECF", https://www.englishchess.org.uk/ecf-privacy-notice/) grading information of a member or prospective member

• We may collect volunteered information, including but not limited to photographs and online aliases
  
  

Personal data Wotton Hall receives from third parties

Sometimes we receive personal data from third parties, in particular:

• the name, phone number and email address of parties interested in joining Wotton Hall, provided to us by current members

• the name, phone number and email address of captains across the North Gloucestershire Chess League (NGCL)

Why we process your personal data

This section explains the reasons why we process your personal data and our legal basis for doing so.

Legitimate interest

We process your personal data when necessary to pursue our legitimate interests in the following:

• maintaining a current, up-to-date list of Wotton Hall members and their contact details

• identify and update member records within the ECF system

• register members to play for Wotton Hall in competitions which the club enters, namely those associated with the NGCA and 4NCL

• submit results of matches played to the ECF for grading purposes

• share results of matches to other chess teams that compete in the NGCA

• communicating with members for the purpose of running the chess club, including selecting and organising teams and other chess events

• we retain contact information for club captains across the NGCA, to ensure our teams are able to communicate

Consent

If you've consented, we'll do the following (you may opt out of any at any time):

• share your personal details, including address, with Wotton Hall club captains or members for the purpose of arranging transit to and from chess events - please see our safeguarding statement for more information

• share your personal details, including name, address, and phone number between Wotton Hall social media accounts and the club itself for the purpose of engaging with prospective members

• capture and share photographs of club events which may be used for promotional purposes, including on our WhatsApp group or website (with prior explicit consent)

Who we share personal data with

We may share your personal data with the following recipients:

• ECF, the governing chess body in England, for the purpose of keeping records of our membership and game results up to date

• NGCA partners, namely other chess clubs in Gloucestershire, for the purpose of arranging league chess matches either at Wotton Hall Social Club or another pre-agreed location

• Four Nations Chess League (4NCL), for the purposes of registering our club members to play in this competition

• We will never sell or share your personal data for commercial purposes

Personal data transfers outside of the UK

We do not transfer your personal data outside of the UK. In certain circumstances, your data may be held in other countries, such as:

• Facebook - We have a club Facebook group which is administered from the UK. Facebook may host data outside of the UK, please see their privacy policy for more information - https://www.facebook.com/privacy/policy/

• WhatsApp - We have a club WhatsApp group which is administered from the UK. WhatsApp may host data outside of the UK, please see their privacy policy for more information - https://www.whatsapp.com/legal/privacy-policy

How long we retain personal data

We retain personal data about your membership for as long as you are a member of Wotton Hall, and for a limited period of time afterwards (in case you decide to become a member again or have queries about it).

Your rights to withdraw consent and to object

Wherever we rely on your consent to process personal data, you always have a right to withdraw that consent. See 'Why we process your personal data' for more information on why we require your consent.

You also have the right to object any use of your personal data for any processing that we undertake based on legitimate interests. We would however be unable to facilitate a membership for you without these details.

Your other personal data rights

In addition to your rights to withdraw your consent and to object, you have the right to ask us:

• for access to information about your personal data or for a copy of your personal data

• to correct or delete your personal data

• to restrict processing of your personal data

These rights may not always apply, for example if fulfilling your request would reveal personal information about another person.

Changes to the Privacy Policy

We may update this Privacy Policy from time to time without notice. When we do, we will notify you via a WhatsApp announcement. The updated policy will apply to all personal data we hold.

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