Sunday 24 July, 2022
Name: David Lewis, Data Protection Officer, Hendon Chess Club
Address: 37 The Grove, Finchley, London, N3 1QT
Phone Number: 07887 757 606
The type of personal information we collect
We currently collect and process the following information from applicants for
membership or for inclusion on our mailing list in respect of any season, and
occasionally from existing members:
- your (i.e. applicant’s) name
- your email address
- your home postcode
- any other postcode(s) from or to which you may travel to and from the club’s
- your personal preferences expressed in responses to any questionnaires or
surveys we may send you
- name of anyone completing application on your behalf
- if you are a junior (i.e. aged below 18 on the date of registration):
- name of your parent or person exercising parental responsibility (“parent”)
- parent’s phone number
- parent’s email address
- whether you were a member during the previous season
- whether you are entitled to a concession as being:
- a junior (below 18)
- a full-time adult (18+) student who is not retired
- unemployed and not retired
- a titled player currently entitled to a concession
- your ECF (English Chess Federation) rating code (if any)
- your FIDE ID (if any)
- your phone numbers
- your Twitter name (optional)
- such information (for example, date of birth, home address and nationality) as
the Club may need in order to open bank or other accounts with institutions
which for legal reasons require such information about a proportion of the
We also process information from our members, and occasionally from members of
other chess clubs, relating to the results of games you and they have played
when representing the Club or opposing clubs in league matches and when
participating in tournaments or other competitions organised by or in
association with the Club.
We also process the following information relating to the previous, current and
- the membership fee payable for the relevant and previous season
- the amount actually paid
- the date of payment
- any part of the payment which is to be treated as a donation
- the fact that you are or were a member
- your membership type (i.e. standard, junior, student, unemployed or - if
currently applicable - titled player)
- the date of expiry or renewal of your membership
(Not all this information is necessarily “personal data” regulated by law.)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you,
or created by us, for one or more of the following reasons:
- managing the Club generally
- organising Club events (including League matches)
- finding new accommodation
- maintaining our links with Hendon and the districts adjacent to or nearby our
- keeping members, supporters and the general public informed about Club
- maintaining the Club’s connection with members and supporters through social
- soliciting and administering membership renewals, new members, supporters and
- recording and managing the Club’s finances and accounts
- opening bank and other accounts with institutions which for legal reasons may
require personal information about a proportion of the Club’s members
- identifying junior members who require care and consideration under the Club’s
safeguarding policy, and ensuring we can contact a parent if we need to
- in the event of the Club’s dissolution, identifying those members and certain
former members to whom the officers of the Club must distribute the net assets
of the Club or their proceeds of sale, and to ascertain the shares of such
assets or proceeds to which such members and former members may be entitled.
We also process personal information indirectly, from the following sources in
the following scenarios:
- from our bank statements: words that help us to identify bank transfers made
by you to us where the transaction description isn’t enough to identify you
- from the ECF or FIDE: your ECF and FIDE ratings (if you’re a current member
and therefore eligible for selection to play for our teams)
We may share this information with:
- the ECF and/or FIDE, to facilitate the rating of rated games.
- competition organisers when players participate in external club team
competitions, such as leagues, or tournaments with which the Club is
- persons organising competitive events for or in association with the Club whom
the Club requires to invite members to play in such events.
- some or all of our members where such disclosure is required by our
Constitution, expressly or by necessary implication (e.g. to enable members to
convene an extraordinary general meeting where the Committee fails to do so).
- institutions which for legal reasons require information (for example, date of
birth, home address and nationality) about a proportion of the Club’s members
in order to open bank or other accounts
- the general public and people on our contact lists by publishing player names,
ratings and results on our website in match reports and other articles or by
messages to people on our contact lists or by posting on our social media
- persons with whom we consider limited disclosure or sharing to be necessary to
ensure a member’s welfare.
- persons with whom we are required to disclose or share the information by law.
Under the General Data Protection Regulation (GDPR), the lawful basis we rely on
for processing this information is that we have a legitimate interest. Our
legitimate interest is in running a chess club with a paid membership and
organising chess events for our members and (at a higher charge) for
non-members. This interest requires us to do all the things mentioned in our
How we store your personal information
Your information is securely stored.
We keep members’ personal information until the end of the membership year or
season in which the sixth anniversary of the date of membership falls, and then
remove it. So (for example) the personal information of a member who joined on
11 March 2021 would need to be deleted on 1 September 2027: unless of course the
member has renewed in the meantime and re-registered the information.
We keep registration sheets (i.e. the information provided by applicants for
membership and by persons wishing to go onto our mailing list) for as long as
evidence of consents given by individuals is required.
If you object to our processing your personal information, or withdraw your
consent to our sending you advertising or marketing material, we will forthwith
remove all your information except your name and email address, which we will
retain solely to remind ourselves not to send you any more advertising or
marketing material, and/or to facilitate distribution of the Club’s assets to
current and recent members if the Club is dissolved or ceases to exist as a
functioning entity, pursuant to article 9 of the Club’s constitution.
In the absence of such objection or the withdrawal of such consents, we shall
treat such consents as valid until the end of the next season or membership year
after the one for which they are given. We will then forthwith remove all your
information except your name and email address, which we will retain for the
same purposes as are stated in the previous paragraph.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your
- Your right to rectification - You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to
complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal
information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to
restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the
processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer
the personal information you gave us to another organisation, or to you, in
You are not required to pay any charge for exercising your rights. If you make a
request, we have one month to respond to you. Please contact us at the email
address, phone number and/or postal address given at the top of this Privacy
Notice if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can
make a complaint to us using the email address, phone number and/or postal
address given at the top of this Privacy Notice.
You can also complain to the Information Commissioner’s Office if you are
unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk