This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website www.westlondonchess.com regularly for any amendments (but amendments will not be made retrospectively).
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). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
We are West London Chess Club and can be contacted at:
For the purpose of managing the Member’s membership of the Club.
Legal basis of processing: Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.
For the purpose of creating and managing the Club's online Membership Directory.
Legal basis of processing: We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory.
For the purpose of publishing information on the Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to the RYA, in each case as a point of contact at the Club.
Legal basis of processing: For the purposes of our legitimate interests in operating and promoting the Club.
For the purpose of publishing information on the club website.
Legal basis of processing: For the purposes of our legitimate interests in operating and promoting the Club.
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in section 3 above or in paragraph 5.2 below.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub- processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
You have rights under the General Data Protection Regulations (GDPR)
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager, currently Andy Hayler (email: andy@andyhayler.com).
If you have any queries, questions or comments on the information contained in this leaflet, kindly contact the Club Secretary above.