Privacy Notice

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Version 1.2 (23 May 2018), written by Dr Tim Paulden, ECC President
What personal data does Exeter Chess Club collect?
The data we routinely collect from members includes: full name, postal address, email
address, contact phone number(s), and basic details of annual membership payment
(amount and date of payment). We also record, where applicable, a member’s English Chess
Federation (ECF) chess grade(s), ECF grading code, and ECF membership number.
For some of our members we may have additional information such as details of committee
positions held, details of other organisational roles (e.g. team captaincy roles, tournament
organisation roles), and so on.
We routinely collect the results and scoresheets of graded games played in our internal
tournaments, matches against other clubs, and similar events. Where appropriate, the
relevant results information is submitted to the ECF by the grading officer in accordance
with the national ECF grading scheme.
We make modifications to member data whenever the member informs us that some of their
details have changed. Member data will also be updated as a matter of course when a new
ECF grading list is released.
Who is your data shared with?
We use members' data for the administration of membership, the communication of
information to members, and the organisation of events.
Results information and details of fixtures may also be displayed in printed form on the club
noticeboard at Heavitree Social Club. This information will be limited to player names,
grades, current score in the tournament, and the results of games.
To enable competitors in the club’s internal tournaments to arrange matches with each
other, the contact details are sent around via email to all competing players. This
information will only be made available to members of Exeter Chess Club, and with the
consent of the players concerned.
Team captains of the club and relevant officers of the Devon County Chess Association
(DCCA) may also be given access to contact data for specific tasks, such as sending chessrelated mailings. They are not free to use it for any other purpose.
We provide relevant member data to the English Chess Federation (ECF) for grading
purposes, as noted above.

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The details of games played in matches, tournaments and similar events may be reported
upon by chess websites, and appear in newspaper articles, email bulletins, and similar
communications. As part of such reporting, we may share information such as team names,
player names, grades, game results, and the moves of the games played.
Where does this data come from?
Data for most of our members comes directly from them when they join the club, or when
they update their information with us.
Where appropriate, information held by the ECF on an individual (e.g. ECF grade, ECF
grading code and ECF membership number) will be looked up via the public website, and this information may be stored
alongside the member’s personal details.
Results data and the scoresheets of games come directly from the events in which members
play (in which it is compulsory to maintain a written record).
How is your data stored?
The data is primarily stored in digital form by the members of the committee, with the
master copy of the membership data being maintained by the Secretary, Sean Pope. Any
records in the form of written documents are securely stored.
Results data from the internal tournaments is mainly stored in digital form by the
Tournament Secretary, Tim Paulden. Past results information and/or the moves of games
may also be available online – for instance, on the Exeter Chess Club website.
All information that is stored remotely is stored in compliance with the GDPR.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory
requirement to have a Data Protection Officer.
The person who is responsible for ensuring that our club discharges its obligations under the
GDPR is the club’s Secretary, Sean Pope (
Who has access to your data?
Members of the Exeter Chess Club committee have access to members' data in order for
them to carry out their legitimate tasks for the organisation.
Team captains of the club and relevant officers of the Devon County Chess Association
(DCCA) may also be given access to contact data for specific tasks, such as sending chessrelated mailings. They are not free to use it for any other purpose.

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What is the legal basis for collecting this data?
Exeter Chess Club collects personal data for which you have given your specific consent and
that which is necessary for the purposes of its legitimate interests as a membership
organisation and participant in an internationally recognised and regulated, competitive
mind-sport. This data is kept in compliance with our legal obligations.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact us by
emailing Sean Pope at
You can contact us with a “Subject Access Request” (see if you want to ask us to provide you with any other
information we hold about you.
If you are interested in any particular aspects, specifying them will help us to provide you
with what you need quickly and efficiently.
We are required to provide this to you within one month.
There is not usually a fee for this, though we can charge a reasonable fee based on the
administrative cost of providing the information if a request is manifestly unfounded or
excessive, or for requests for further copies of the same information.
Does Exeter 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 various ways in which you can limit how your data is used.
If you wish, you could become an “anonymous” member. This would involve you
having a pseudonym under which you would play. If you do this however, you
would not be eligible to play in any graded tournaments, club matches, or similar
events, as doing so would contravene the reporting requirements of the ECF.
You could maintain your club membership with your correct name but with limited
contact details. However, for you to participate in the club’s internal tournaments or
play in a team, you do need to supply at least one contact method so that the details
of matches can be arranged. You could, for example, simply maintain an up-to-date
email address.
You may choose not to receive information emails from Exeter Chess Club.
Any of these options can be implemented for your club membership by emailing Sean Pope
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If you wish to correct erroneous data or to delete information you do not wish us to have,
please contact Sean Pope at
Please note that while you do not need to provide Exeter Chess Club with your date of birth,
you must become an ECF member to participate in club tournaments or matches, and as part
of your registration, the ECF may request a date of birth for player identification purposes.
A player’s ECF grade(s), ECF membership number and ECF grading code are publicly
available via the website This data source is
outside the control of Exeter Chess Club. You are advised to contact the ECF directly if you
have any queries relating to this information.
How long do we keep your data for, and why?
We normally keep members’ data after they leave the club 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, such as the results from chess games, continues to be
necessary in relation to the purpose for which it was originally collected and processed,
results from graded events are not deleted by us 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 the accounting matters of the club, 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 it, we will do so on the same basis as when
requested to remove data by a former member.
Can you download your data to use it elsewhere?
We do not offer this facility. Please contact Sean Pope at if
you want to ask us to provide you with any information that we hold about you.
To whom can I direct further questions?
Please email Sean Pope at if you have any remaining
concerns that are not satisfactorily answered by this document.
Note: You may also be interested to read the ECF’s recent guidance on GDPR for chess
clubs, which is available at the following location: