BRAILLE
CHESS ASSOCIATION -
Registered Charity No. 263049
Privacy and Data Policy
The Braille Chess Association is committed to protecting and respecting your privacy.
This policy explains when, how, and why we collect personal data.
This policy adheres to the Data Protection Act 1998 and GDPR (EU Directive) 2018. It outlines how we process the data provided by those who are members of the association or who are not members but who have become involved in our activities. For the purposes of this policy the Braille Chess Association is the data controller.
Braille Chess Association: 58 Earl Russell Street, Aylestone, Leicester, LE2 8LH
COLLECTION OF PERSONAL INFORMATION
Braille Chess Association may collect and use the following kinds of personal information:
Information about how you use our website.
Information that you provide to us for the purpose of registering via our website.
Any other information that you send to the Braille Chess Association such as via a website form, through word of mouth, publicity leaflet, or on listed online directories, including:
Name
Address
Email Address
Telephone number
Visual impairment
Date of birth for those under 25
By entering a Braille Chess Association tournament, a player understands that we need to submit to the English Chess Federation (ECF) the following for rating purposes: forename, surname, club, results and in certain circumstances gender. For juniors, the date of birth is also required if they are to get the age-related rating bonus they are entitled to.
The BCA will use an Entry Form for events, which collects consent for each player’s name, dates of attendance and any special requirements to be shared with the hotel.
For members participating in overseas competitions in order to book flights, organise visas and accommodation we may request further personal information including, but not limited to, your passport number and date of birth. We may also pass on relevant information to the ECF if it is necessary for someone participating in an overseas event to obtain a FIDE identification number.
In addition, for any FIDE rated event, whether in the UK or overseas, information would need to be shared with the ECF.
Consent will be obtained from each player for each event.
USE OF PERSONAL INFORMATION
By providing us with your information, you consent to us processing and collecting the aforementioned data, on the terms and for the reasons which are explained below:
Ensuring that content from our site is presented in the most effective manner for you and for your computer.
Providing you with information, products or services that you request from us where you have consented to be contacted for such purposes.
Carrying out our obligations arising from any contracts entered into between you and us.
Allowing you to participate in interactive features of our service, when you choose to do so.
Sending you our audio, Braille, or email newsletters from time to time which as a member you have paid for the right to receive unless you tell us you no longer wish to receive it.
Sending you marketing communications that you have positively consented to receive.
Internal record keeping
Sharing relevant contact details with your opponents in correspondence chess tournaments.
Sending hotels accommodation lists of names for over the board tournaments and any special requirements individuals need.
Distribution of programmes containing names of attendees, and players, for across the board tournaments.
We will obtain your consent to undertake the following:
Sending membership lists via post or email including name and postal address across members. Only those who have given consent are included in this list.
Sending membership lists via email including name and email address across members. Only those who have given consent are included in this list.
Members
will have the option not to share contact details but still receive the
quarterly gazette if they wish.
SECURING YOUR DATA
Braille Chess Association will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Braille Chess Association will store all the personal information you provide securely and in accordance with UK data protection laws, but please be aware that any data which you send to our site is sent at your own risk.
Any payment transactions made to Braille Chess Association will be encrypted using SSL technology.
The data we collect from you may be transferred to and stored on secure servers located in the U.S. and locations around the world on Dropbox. Dropbox complies with the EU-US and Swiss-US Privacy Shield Frameworks as set forth by the US Department of Commerce regarding the collection, use and retention of personal information transferred from the European Union, the European Economic Area and Switzerland to the U.S. Dropbox is overseen by the US Federal Trade Commission.
Braille Chess Association uses Outlook and OneDrive to store personal data which, under Microsoft, complies with both EU-U.S. Privacy Shield, Swiss-U.S. Privacy Shield frameworks and EU Model Clauses. Microsoft protects the data that users entrust to them through strong security and encryption.
DATA RETENTION PERIOD
We will hold personal data while you are a member and for up to one year after membership expires. You may request that your data is deleted sooner.
DATA BREACH
In the unlikely event that our systems are breached, we will inform the Information Commissioners Office immediately and adhere to their guidelines.
DISCLOSURE OF YOUR INFORMATION
Where you have consented to any of our Braille postal services we will share your address with XL Braille Ltd, the RNIB or any other organisation we commission for Braille production.
As above we will also share relevant information with the English Chess Federation to the extent required for rating purposes and for registration in FIDE Events.
We will also share relevant information with hotels for accommodation bookings.
We will never share your information with other third parties without your positive consent unless the law requires us to do so.
ACCESS TO YOUR INFORMATION
If you no longer wish to be contacted in relation to information, products or services that you have previously requested from us, please contact us directly using any of the methods listed in the Contact Us section.
You have the right under the Data Protection Act to access the information which we hold about you. You have the right to have your information amended or, as long as the association no longer has a legitimate interest in retaining it, to have information deleted upon request. If you wish to exercise this right, please contact us via any of the methods listed in the Contact Us section.
Braille Chess Association will answer and action all requests in accordance with the provisions of the 2018 General Data Protection Regulations and the Data Protection Act 1998.
OTHER WEBSITES
Please note that if you click on, or follow, any links from our site to external websites, our privacy policy will no longer apply. Please check the privacy policies of any such external site before submitting any personal data, as we cannot accept any responsibility or liability in relation to them.
UPDATES TO THIS POLICY
Any changes made to this privacy policy in the future will be posted on our website and, where appropriate, notified to you in your preferred format. Please check this page occasionally to ensure you are familiar with any changes.
GENERAL
This agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.
CONTACT US
If you have any questions about this privacy policy or how we treat your personal information, please contact us:
By email: customerservices@braillechess.org.uk
By post: BCA Secretary, 58 Earl Russell Street, Aylestone, Leicester, LE2 8LH
By phone: 01164 296554
This policy was last reviewed March 2023