GDPR

1. Who We Are
Poole Chess Club is a local chess club based in Poole, Dorset, UK.
We are committed to protecting the personal information of our members in accordance with the General
Data Protection Regulation (GDPR). By engaging with us in the ways set out in this policy, you confirm
that you have read and understood the entirety of this policy, as it applies to you.
If you engage with the club (such as by becoming a member), you give your consent for the club to
store, use and share your personal data in the ways set forth within this document, for use in the matters
of running the club and other associated activities.

2. What Data We Collect
We may collect and store the personal data, including but not limited to:

• Full name and title
• Contact details (e.g. postal address, email, phone number)
• Chess ratings/rankings
• Tournament participation and results
• Photos and/or videos from events

3. Why We Collect Your Data
We collect and use your personal data for various purposes, including but not limited to:

• Managing club membership and communications
• Organizing tournaments and events
• Publishing results and ratings
• Sharing club news and updates
• Complying with legal or regulatory obligations

4. How We Store Your Data
Your personal information may be stored in various formats, including but not limited to:

• Paper form
• Locally controlled electronic systems
• External e-mail systems
• External cloud storage (e.g. websites, social media etc.)

Reasonable efforts will be made to keep your personal information secure, such as password protection
of electronic systems and limiting access.

5. Sharing Your Data
We do not sell your data.
Information which is deemed by the committee to be of a clearly private personal nature, will only be
shared with committee members and people who have a need to know.
Other information of a less private nature (e.g. names and game results), may be published more widely,
such as with chess federations, websites, social media etc. Such published data may enter the public
domain or another organisation’s systems and thus become beyond the club’s ability to amend or delete.

Where you have agreed to be on WhatsApp, it’s worth noting that data visibility is according to WhatsApp and their privacy policies. The practical upshot being that phone numbers in a WhatsApp group may be visible to other members of the group.

6. Your Rights
Under GDPR legislation, you have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of your data
• Object to or restrict processing of your data
• Withdraw consent at any time

To exercise any of these rights, please contact a member of the committee in writing.

7. Retention
We keep your personal data only as long as necessary for club activities or legal obligations. Old and
unused data will be securely deleted or destroyed as far as is reasonably practical / possible.

8. Contact Us
If you have any concerns or questions about how your data is handled, please contact a member of the
committee.