Privacy Policy

Newcastle-under-Lyme Chess Club is committed to protecting and respecting your privacy.

This policy explains when, how and why we collect personal data about people.

Who we are

Newcastle-under-Lyme Chess Club is a chess club playing at the Newcastle Bridge Club on King Street (A53), Newcastle ST5 1EL. References in this Privacy Policy to "the Club", "the Chess Club" "we", "us" or "our" relate to Newcastle-under-Lyme Chess Club or to the Club's officials, webmaster or captains acting on behalf of the Club. "I" refers explicitly to the Club's webmaster Martyn Harris.

Basis for collection and processing of information

Information is collected and processed on the basis of Legitimate Interest

The information we collect, how we collect it, and what we use it for

We collect

  1. Names and contact information of members and prospective members, or in the case of juniors the contact information of parents or guardians. This is collected directly from the players, parents or guardians, or from their previous clubs.

We use this data to facilitate the smooth running of the club through the levy of membership fees and communication with members or their parents/guardians about matches and other events which the Club organise or in which it participates.

  1. Names and contact information of league officers and the officers and team captains of other clubs against whom we compete. This may be collected from the individuals concerned, their clubs, or lists published by organisations to enable their competitions to function.

We use this to enable us to engage in any communication appropriate for the management of the events in which we play.

  1. Our members membership number and level, if any, of the English Chess Federation (the ECF), collected from the ECF membership or grading databases, or other sources known to be based on these.

We use this to identify which of our members are eligible to compete in the local league and other competitions.

  1. The chess grade of members and opponents, obtained from the ECF grading database or other source known to be based thereon, or estimate thereof generated by us or obtained from the organisations in whose competitions we compete. Other databases may be consulted for players who have previously played outside England.

We use this to select teams in accordance with the grading rules of the events in which we compete, and to judge our efforts by considering the quality of the opposition.

  1. The results of members, guests and others playing in the same competitions as us.

We use this to track the performances of players and teams and to create a historical record of the Club's activities for future reference.

Additionally I collect information about awards and successes in both non-league chess and other fields of members and local players that I believe are of general interest to our members and are suitable for publication on the website. This is collected from the players concerned, their friends, or public domain sources.

The website does not use cookies and we do not collect personal data simply as a result of a person visiting it.

We will hold contact data for as long as a person is a member or is involved in chess competitions organised by the Club or in which the Club participates, and for no longer than the end of the first full season after which it was last needed. Names, grades and results of members and opponents form part of the history of the club and so may be retained indefinitely.

Who can access the information?

We will pass names and any other additional data necessary to identify a player to the ECF and to any body organising events in which we may field the player.

We may pass contact information of the club's officers and team captains to any body organising events in which we compete.

Unless required by law, we do not sell, rent or otherwise share any personal data with any other third parties.


Members, other chess players and the parents/guardians of junior chess players can ask for a copy of the data we hold about them. If a member or another chess player or chess club provides information about another person to us, it is their responsibility to ensure that the other person has given their explicit consent to the processing of their personal data.

Should you have any unresolved complaints about the way we process your personal data, you have the right to make a formal complaint to the Information Commissioner's Office (ICO).

Links to other websites

Our website contains links to other websites. This privacy policy only applies to the use of our website. We cannot be responsible for other websites even if accessed via links on our website.

Review of this policy

We keep our privacy policy under regular review and we will place any updates on the Club's webpage. This privacy policy was last updated on 29/05/2018.

If you have any questions about this policy, please contact the club chairman, whose name and contact details are indicated on the home page of the Club's website: