Privacy Policy

Who we are

Shropshire Chess Association is a volunteer-led association representing chess clubs in Shropshire and organising chess-related competitions and activities. Our website address is:

How we collect your information

The only information we obtain about our members is provided by them directly and with their agreement for its use. This information is processed either by legitimate interest, such as the organisation of competitions, or by explicit consent, as in the case of the display of personal contact information on the website. We do not collect personal data simply as a result of a person visiting our website. Website administrators, editors and contributors provide user details to allow operation of the software (see below).

What information we hold

The information we collect includes email addresses, phone numbers and postal addresses. These are held as lists, including spreadsheets and phone contacts, by officials of individual clubs and of the Association. Some of these lists appear on the Association website and individual club websites. We also collect and process chess grading information and historical records of competitions and performance. We take photographs of events and individuals. Where photographs are used on the website or in other publicity we seek explicit consent.

How your information is used

We process personal data on the basis of either explicit consent or legitimate interest. The personal data we obtain is used for the following:

  • Communicate between the Association, its constituent Chess Clubs, and individuals for the purpose of running the Association, including the holding of meetings.
  • Obtain payment of league fees, competition entry fees and other payments related to the operation of the Association and its competitions.
  • Register players for and administer individual, county and national competitions organised by the Association or other organisations.
  • Register players for and administer ratings via the English Chess Federation or other organisations running competitions.
  • Provide a regular news and information service covering Association activities, individual achievements and obituaries.

To allow the above, the contact details provided to us by members may be used to contact them by mail, telephone, fax or email for the purposes of the Association. Contact details may also be published on the website. We will hold personal data for as long as a person is a member of a constituent Chess Club or involved in Association activities, and for up to one year afterwards. Details published on the website will be displayed for as long as relevant to a particular competition, office of the Association or constituent Chess Club, or historical record. This data is held pursuant to the legitimate interests of Shropshire Chess Association, which is the basis on which your data as set out is processed.

Who can access information

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


Members can ask for a copy of the data we hold about them, and can make requests for their data to be managed in line with the eight data subject rights. If a member provides information about another person, 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). 

Website specific privacy


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


We do not have a comment facility on our website and do not collect and store data from visitors. For administrators, editors and contributors involved in running the website, the following applies:

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

For users that register on our website (if any), we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Review of this policy 

We keep our privacy policy under regular review and we will place any updates on this webpage. If you have any questions about this policy, please contact the General Secretary.

This privacy policy was last updated on 31st December 2020