The Horsham Chess Club Privacy Notice

1. The EU General Data Protection Regulation(GDPR)

The General Data Protection Regulation (GDPR) came into force on 25 May 2018 and the current Data Protection Act (DPA) will be updated by a new Act giving effect to its provisions. GDPR places specific requirements on organisations which hold personal data. This document sets out the privacy notice for Horsham Chess Club. A copy of this notice will be held on the Horsham Chess Club website and a printed copy is available where the Horsham Chess Club meets and also by request.

2. Data Controller

Horsham Chess Club acts as a Data Controller within GDPR in that it gathers certain information for which it has a legitimate interest, e.g. to arrange chess matches both within the club and against other clubs. We ensure that your personal data is processed fairly and lawfully, is accurate and is kept secure and is retained for no longer than necessary. The Data Protection Officer (DPO) is the club secretary whose details are shown on the club website and in club documents.

This information includes name, date of birth (for juniors for grading), chess grading information, email address and telephone number. Such information is shared with other Horsham Chess Club members in order to assist in the arrangement of club competitions and club matches arranged through the Mid Sussex Chess League and similar organisations. Information is also shared with the English Chess Federation in order to allow grading activities to take place.

3. Data Processor

Horsham Chess Club also acts as a Data Processor within GDPR in that passes on certain information to the English Chess Federation for grading purposes. This information includes name, game details (including opponent, opponent chess grading, colour, result and date) and date of birth (if the player is under 18). Horsham Chess Club also provides contact details to the Mid Sussex Chess League for the smooth running of the League. This includes providing the contact details for captains and other club officials which are currently displayed on the Mid Sussex Chess League website. Similar information may be provided to County or other similar organisations, solely for the purposes of arranging chess competitions.

Personal data is held securely and can be requested to be destroyed at any time. Individuals are required to “opt in” to agree to Horsham Chess Club holding their data and this will typically be held for a period of five years without further specific consent or for up to two years following a member’s departure from the club.

4. Rights

You have the right to:

  • Be informed of data processing (which is covered by this Privacy Notice)
  • Access information
  • Have inaccuracies corrected
  • Restrict processing
  • Data portability
  • Intervention in respect of automated decision making
  • Withdraw consent
  • Complain to the Information Commissioner’s Office

5. Withdrawal of consent

The lawful basis upon which the club processes personal data is that it is necessary in order to comply with the club's legal obligations and to enable it to perform tasks carried out in the public interest.

Where the club processes personal date solely on the basis that you have consented to the processing, you will have the right to withdraw that consent.

6. Complaints to Information Commissioner’s Office (ICO)

If you are unhappy with the way your request has been handled you may wish to ask for a review of our decision by the DPO.

If you are not content with the outcome of the internal review you may apply directly to the Information Commissioner for a decision. Generally, the ICO cannot make a decision unless you have exhausted our internal review procedure. The Information Commissioner can be contacted at:

The Information Commissioner’s Office
Wycliffe House,
Water Lane,