Data Protection and Privacy Policy

last updated 27 February 2026

Principles

Kingston Chess Club (KCC) is committed to respect the privacy of its members. This notice explains how we may use and protect the personal data we obtain about you and your rights in respect of your personal data. 

Categories of personal information we collect

MEMBERSHIP DATA

Stored on our membership system

  • Name
  • Date of birth (for juniors only)
  • Contact details (for the responsible adult in the case of juniors)
  • Postcode (optional, for travel logistics)
  • ECF rating code (for match ranking and pairing)

MATCH DATA

For games played in KCC matches or events

  • Game results
  • Game scores (moves including annotations)
  • Photographs

Consent

  1. Consent to the use of membership data is a condition of membership of the club.
  2. Consent to the use of information required by SCCA/TVL and/or for the maintenance of the ECF rating system is a condition of participation in KCC rated matches and events. 
  3. Consent is implied for photographs taken by authorised photographers at matches/events except in the case of minors when parental consent must be explicit.
  4. Consent is implied to publish your games (or part games) on the KCC website.

Purposes for which we process personal data

  • Administering your application to join the club
  • Providing you with information about the club
  • Registering your eligibility to represent the club in the Surrey and Thames Valley leagues and such other events as the club may enter.
  • Selection for and attendance at matches and events
  • Compliance with the ECF rating system
  • Reporting on matches and events, and any other publication of news on the club’s website or social media.

To whom we may disclose your personal data

  • Leagues in whose fixtures you are eligible to represent the club
  • Organisers of events in which you may participate as a member of the club
  • The English Chess Federation
  • Surrey County Chess Association 
  • The Thames Valley League
  • The Southern Counties Chess Association
  • In the case of juniors, those running any training or playing session reserved for juniors

Legal basis for processing your personal data

  • For administering and delivering the events and matches organised by the club
  • To further the objectives of the club, the English Chess Federation, the Surrey County Chess Association and the Thames Valley League in encouraging interest and participation in chess.

Your right to withdraw consent

  • Where you have given your consent to any processing of personal data, you have the right to withdraw that consent at any time. If you do, it will not affect the lawfulness of any processing for which we had consent prior to you withdrawing it. 
  • Where consent is implied, you have the right to withdraw consent during the event concerned and up to one month after the publication of any personal information.

Location of your personal data

The club, as data controller, keeps your membership data within the MemberMojo membership database (the data processor) which is compliant with the GDPR privacy policy for managing personal member data. All servers and backups are hosted in secure UK facilities. Member data is subject to security and access controls. Members have individual rights including:

  • Right to access – members can sign in to view their own personal data
  • Right to rectification – members can sign in and amend their own personal data
  • Right to Erasure – administrators can securely delete personal data for members requesting their data be erased. Erasing a member will remove their member record and anonymise any activity, attendance and (optionally) payment records.

Retention of your personal data

We will not retain your personal data for longer than is reasonable and necessary for the purposes for which it was collected. Six months after you cease to be a member of KCC, we automatically delete your membership data.

Match data will be not be deleted if it is required for league and national ratings systems and if it has published on the club website as part of match reports or other articles.

Enquiries and exercising your rights

If you wish to exercise any of your rights under this policy, or you have any complaint or enquiry about our handling of your data, please contact the Club secretary.

You may also contact the Information Commissioner’s Office (at www.ico.org.uk ).