What Data We Collect
| Data | Used For |
| Date of Birth | To verify the identity of a player (e.g. if more than one player has the same name) |
| To confirm eligibility (e.g. for age-restricted tournaments or prizes) | |
| To create a new ECF Rating ID for new players | |
| Forename & Surname | To identify the player |
| To be able to address a player | |
| Gender | To confirm eligibility (e.g. for gender-restricted tournaments or prizes) |
| English Chess Federation (ECF) Membership Number & Expiry Date | To assist with identifying the player |
| To ensure that a player has the correct membership level for the tournament | |
| To ensure that a player’s ECF membership does not expire prior to the tournament | |
| ECF Rating ID | To assist with identifying the player |
| To be able to submit results to the English Chess Federation for rating | |
| FIDE ID | To assist with identifying the player |
| To be able to submit results to FIDE for rating | |
| FIDE Federation | To identify which Federation new players wish to be registered with, and guide players who want to be something other than England how to acquire a FIDE ID |
| Bye Request | To enable players to declare which round(s), if any, they would like to request a bye |
| Club | To display on Chess-Results.com |
| To report to the English Chess Federation in the case of new players | |
| Chess.com Username | To assist with assigning a rating estimate to apply to new players without an over-the-board chess rating |
| Lichess Username | To assist with assigning a rating estimate to apply to new players without an over-the-board chess rating |
| Email Address | To use as the primary contact method in the case of issues with their entry, or to pass on tournament information |
| Postal Address | To assist with identifying the player |
| To report the postcode, town, city or county in the case of a player without a club | |
| Phone Number | To use as an emergency contact method in the case of issues arising at the tournament |
| Opt-in to Mailing List | To enable entrants to select whether or not they wish to be added to the Warwickshire Chess Association mailing list, to be informed of future Warwickshire Chess Association tournaments |
| Opt-In to Media Use | To enable entrants to select whether or not they wish to opt-in to the terms of the Media Policy |
| Fair Play Policy | To confirm that entrants have read the Warwickshire Chess Association Fair Play Policy |
Removal of Data and Withdrawal of Consent
| Item | Action |
| Deleting Stored Data | Write to the WCA Director of Administration |
| Removal from the Mailing List | Either of the following: ·Email the Secretary of the Warwickshire Chess Association ·Reply to the most recent email requesting removal from the mailing list |
| Withdraw Consent for appearing in Media for a Tournament |
Write to the tournament organiser informing them of the withdrawal of consent. If you wish this to apply to more than one tournament that you entered, please explicitly set out all of the tournaments to avoid the risk of misunderstanding. |
| Remove your data from the ECF website | Contact the ECF directly, following the process set out in their privacy policy |
| Remove your data from the FIDE website | Contact FIDE directly, following the process set out in their privacy policy |
How is the Information Captured and Stored?
Warwickshire Chess Association uses Jotform to collect tournament entries: https://eu.jotform.com/
Information from this spreadsheet will be transferred into another spreadsheet in Dropbox, which the tournament organiser, entry secretary and Chief Arbiter of the tournament will have access to. This information will be deleted from Jotform and Dropbox 1 year after the conclusion of the tournament.https://eu.jotform.com/
What Information will be displayed prior to the Tournament? Warwickshire Chess Association will publish an entry list for its tournaments prior to the start of the tournament, updated periodically. This list will appear on the tournament website for each tournament. This entry list will include:
- Forename & Surname
- Club (or School, if that was provided instead on the entry form)
- Chess Ratings
- Requested Byes (if any)
Which Third Parties will the data be shared with?
English Chess Federation (ECF)
For tournaments that are ECF-rated, the following information will be shared with the ECF as part of their format for rating submissions:
- Date of Birth
- Forename & Surname
- Gender
- ECF Rating ID
- FIDE ID
- Club (new players, and team competitions only)
- Town, City or County (new players only, if they are not a member of a club)
For tournaments that require Silver membership of the ECF, the following information will be shared with the ECF for new players who have never previously held an ECF membership:
- Date of Birth
- Forename & Surname
- Gender
- ECF Rating ID
- Email Address
- Postal Address
The data displayed publicly can be viewed here: https://www.ecfrating.org.uk/v2/new/player.php
The ECF’s privacy notice is here: https://www.englishchess.org.uk/ecf-privacy-notice/
FIDE (World Chess Federation)
For tournaments that are FIDE-rated, the following information will be shared with the ECF for them to upload the tournament rating file to the FIDE rating server; and/or to create a new FIDE ID for a player. This data will, thus, be shared with FIDE. The shared data are:
- Date of Birth
- Forename & Surname
- FIDE ID
- Federation
The data displayed publicly can be viewed here: https://ratings.fide.com/ FIDE’s data protection policy is here: https://www.fide.com/privacy
Chess-Results.com
Warwickshire Chess Association uses Swiss-Manager to run its chess tournaments. This will include displaying tournament progress on Chess-Results.com. The data displayed publicly there includes:
- Age Category (e.g. in age-restricted tournaments, the section name might be “Under 12”)
- Forename & Surname
- Gender (e.g. in gender-restricted tournaments, the tournament name might be “Warwickshire Women’s Rapidplay)
- FIDE ID
- Federation (usually displayed in the form of a flag)
- Club
- Chess Ratings (usually the ratings publicly displayed by the ECF or FIDE)
- Your score in the tournament
- Your opponents and results against them
An example of the data displayed can be found here: https://chess-results.com/tnr853567.aspx?lan=1&art=1&rd=5&flag=30
Condition of Playing in the Tournament
It is a condition of playing in Warwickshire Chess Association tournaments that you accept the terms set out in this policy.
Dealing with Breaches
Warwickshire Chess Association takes reasonable steps to ensure the data that it stores is secure, and shared between the minimal number of people who need access to it. Where people are handling data, specific training and instruction is provided to guard against the risk of breaches.
This notwithstanding, if there is a breach of our security, we will notify you where required by law or deemed necessary and appropriate under the circumstances.
Approved by the Warwickshire Chess Association Management Board
December 2023
Applied to tournaments starting from March 2024