About this policy
This policy explains when and why we (Newport Chess Club) collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. This includes probationary members, visitors and guests. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through some level of membership.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check this statement for any amendments. We will only share your personal data with any third parties as outlined below.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).
Responsible person
For the purposes of the GDPR, Christopher Lewis will be the “controller” of all personal data we hold about club members and others. He will review personal data every year to establish whether we are still entitled to process it or not.
Member’s rights
You have rights under the GDPR:
• To access your personal data
• To be provided with information about how your personal data is processed
• To have your personal data corrected
• To have your personal data erased in certain circumstances
• To object to or restrict how your personal data is processed in certain circumstances
For more details, please address any questions, comments and requests regarding our data processing practices to christopher.d.lewis44@gmail.com.
The Lawful reasons for processing your data
We have two lawful reasons for processing your data, which are:
(a) Processing is necessary to ensure the smooth administration of the club.
(b) You have given consent to the processing of your data by signing our privacy statement, signed copies of which are available on request.
Children
Parents or guardians signing the data protection consent form are giving their permission for the data to be used as described elsewhere in this policy.
How we protect your personal data
The Data Controller will process membership information electronically and all information is available on a password protected page on the Newport website (http://www.newportchessclub.com/members-only/contact-details/). This page is available to all members to ensure the smooth administration of the club. A backup of this information will be held with the data controllers computer and individual officers/captains are responsible for ensuring the security and integrity of any data they hold on members.
In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data outside of Shropshire Chess without your consent.
Accuracy and retention of data
Each individual member is responsible for keeping the data controller informed of changes to their data. If a member wishes to withdraw their consent to any/all data being held they should contact Christopher Lewis.
The data will be normally be kept for up to 20 years to enable alumni to keep in contact with the club. Names and scores may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.
Who we may share your data with
Subject to written consent Newport Chess Club may share your personal data with any other member of Newport Chess Club if this assists with the administration of Newport Chess Club.
Newport Chess Club may share your personal data with any other official of Shropshire Chess or any other captain of another club within the Shropshire Chess League if this assists with the administration of the Shropshire Chess League.
Data Held
Subject to consent, Newport Chess Club may hold the following data on our members:
| Type of Personal Data | Reason for Collection | Lawful Basis |
| Name | To assist with administration of the club | Legitimate Interest/ Consent |
| Email Address | To assist with administration of the club and to enable all members to contact each other to arrange lifts to matches, captains to arrange teams and to inform member of club activities. | Legitimate Interest/ Consent |
| Telephone Numbers | To assist with administration of the club and to enable all members to contact each other to arrange lifts to matches and captains to arrange teams etc. | Legitimate Interest/ Consent |
| Photos | To promote the clubs activities to the wider world via the website | Legitimate Interest/ Consent |
| Volunteered Information | To promote the clubs activities to the wider world via the website | Legitimate Interest/ Consent |