Discover Chess Skills at Surbiton Junior Chess Club UK

Privacy Policy

Last Updated: January 5, 2026

At Surbiton Junior Chess, we are committed to protecting the privacy and personal data of our members, players, and their parents or guardians. This policy explains how we collect, use, and store your information.

1. Information We Collect

We collect information necessary to run the club safely and effectively. This includes:

• Member Details: Names, ages, and chess skill levels of the children.

• Contact Information: Names, email addresses, and phone numbers of parents or guardians.

• Chess Data: English Chess Federation (ECF) membership numbers and tournament results.

• Medical Information: Any essential health or allergy information required to ensure the safety of the child during sessions.

2. How We Use Your Data

We use the personal data we collect for the following purposes:

• Club Administration: To manage memberships, session attendance, and coaching groups.

• Communication: To send updates about term dates, tournaments, and club news.

• Safety & Safeguarding: To have emergency contact details on hand and to ensure the well-being of all juniors.

• Results & Grading: To submit game results to the ECF for official grading.

3. Photography and Marketing

We occasionally take photographs or videos during club sessions and tournaments to celebrate achievements and promote the club on our website or social media.

• Consent: We will only use identifiable images of children for marketing purposes where we have explicit consent from a parent or guardian.

• Your Choice: You can choose to opt-in or opt-out of photography via our contact or membership forms. If you wish to withdraw consent at any time, please contact us at [email protected].

4. Data Sharing

We do not sell your data. We only share information with third parties when necessary, such as:

• The English Chess Federation (ECF): For player grading and membership verification.

• Tournament Organisers: When entering players into external competitions.

5. Data Security and Retention

We store your data securely and only keep it for as long as is necessary for club activities. If a member leaves the club, their personal contact details will be deleted from our active database within 12 months, unless required for historical records (such as trophy winners).

6. Your Rights

Under UK GDPR, you have the right to:

• Access the information we hold about you or your child.

• Request that we correct any inaccuracies.

• Ask us to delete your data (the "right to be forgotten").

• Withdraw consent for marketing or photography at any time.

7. Contact Us

If you have any questions about this policy or how we handle your data, please contact:

Surbiton Junior Chess Email: [email protected]

Location: Surbiton, England