Data-Policy

Lytham St Annes Chess Club

Lytham St Annes Chess Club is committed to protecting the personal data and respecting the privacy of its members in accordance with the EU General Data Protection Regulations (GDPR).

This document defines what personal data is held by the Club, the reasons for holding it, how and when it is collected and how it is held.

Who are we

Lytham St Annes Chess Club is a chess club playing at Booth’s Café, 62 Heyhouses Lane, Lytham St. Annes, Lancashire FY8 5ND. It is registered with the English Chess Federation and plays in the Blackpool and Fylde Chess League.

What personal data relating to club members is collected and stored

The data held for each member consists of contact details (name, address, telephone numbers and email address), ECF grades, and club game results Records of payments for Club fees and expenses are also kept. No banking details of members are recorded.

How and when is the data collected

The contact details are provided by each member on joining the Club. ECF grades are copied from the English Chess Federation database through the ECF Grading website when it is upgraded in January and July each year. Game results are collected from Team Captains or Tournament Organisers in various ways throughout the year soon after games are completed. Payments are recorded when paid.

How is the data used

Contact details are used for communication between Club Officials including Team Captains. Details are not retained after a person ceases to be a member of the Club or for a reasonable time afterwards.

ECF Grades are used to determine members of each Team and board order within the Team and in the Rapidplay Competition to determine the Team handicap. The Grades are only kept for the current year.

Game results are kept as permanent records of the club matches and are transmitted to the ECF through the Lancashire Chess Association for grading purposes.

Fees and payments are kept for the running of the Club. After the Yearly accounts have been audited and accepted by the Club Chairman the personal data is destroyed.

Access to the Data

The financial data is maintained on paper by the Club Treasurer and is available to Club Officials only. All other data is available via the Club website (https://lythamchess.org). This data is available to the general public apart from the Contact Data which is only available to to Club Members protected by username and password. The website is hosted by a commercial hosting Company and they are responsible for protection of the data on the server. A backup of the data is held on a separate web development computer.

Apart from the data that is freely available on the website, no data is sold, rented or otherwise shared with any third party.

Rights

Members can ask at any time for a copy of data held relating to themselves.

Responsibility for data

The Club does not have a Data Protection Officer. Financial data is the responsibility of the Club Treasurer and all other data is the responsibility of the Club Secretary acting as the website manager.

The Club website contains links to other websites, This privacy policy only applies in the use of the Lytham St Annes Chess Club website. No responsibility is accepted for other websites even if accessed via the Club website.