Privacy Policy

Bath Junior Chess Club

Last updated: August 2026

Bath Junior Chess Club is committed to protecting the privacy and personal information of our members, children, parents and guardians, volunteers and visitors to our website.

This Privacy Policy explains what personal information we may collect, why we collect it, how we use and protect it, and the rights you have in relation to your information.

1. Who We Are

Bath Junior Chess Club provides chess activities, coaching and events for children and young people.

For the purposes of UK data protection law, Bath Junior Chess Club is responsible for the personal information it collects and uses.

Contact details:

Bath Junior Chess Club
Email: [email protected]

Website: https://www.bathjuniorchessclub.com

If you have any questions about this Privacy Policy or how we use personal information, please contact us using the details above.

2. Information We May Collect

Depending on how you interact with the club, we may collect information including:

Parent or guardian name
Parent or guardian email address
Parent or guardian telephone number
Child’s name
Child’s age or date of birth
Membership and attendance information
Information submitted through website contact, enquiry or registration forms
Emergency contact information
Relevant information provided to us to help us safely support a child while attending club activities
Photographs or videos, where appropriate permission has been obtained
Records of communications with parents or guardians
Payment or transaction information where applicable
Technical information generated when you use our website, such as IP address, browser type and cookie information

We aim to collect only the information that is reasonably necessary for the operation and administration of the club.

3. Children’s Personal Information

As Bath Junior Chess Club works with children and young people, we take particular care when handling children’s personal information.

Where appropriate, information relating to a child will be provided to us by their parent or legal guardian.

We only collect and use children’s information where there is a legitimate and appropriate reason for doing so, such as administering club membership, organising chess activities and events, maintaining appropriate safety arrangements or meeting our legal obligations.

We will not sell children’s personal information or use it for unrelated marketing purposes.

4. How We Use Personal Information

We may use personal information to:

Respond to enquiries about the club
Register and administer club members
Communicate with parents and guardians
Organise chess sessions, coaching, tournaments and other events
Maintain attendance and membership records
Collect membership fees or other payments where applicable
Help provide a safe environment for children attending the club
Contact a parent, guardian or emergency contact when necessary
Manage photography or publicity permissions
Maintain and secure our website
Comply with legal, regulatory, insurance or safeguarding requirements
Establish, exercise or defend legal claims where necessary

We will not use personal information for purposes that are incompatible with those for which it was collected unless we have an appropriate legal basis for doing so.

5. Our Lawful Basis for Using Personal Information

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Consent – where you have given us clear permission to use information for a particular purpose, for example certain uses of photographs or communications.

Contract – where processing information is necessary to provide membership, activities or services that you have requested.

Legitimate interests – where it is reasonably necessary for the effective administration and operation of Bath Junior Chess Club and where those interests do not override the rights and interests of the individual, particularly a child.

Legal obligation – where we are required to process or retain information to comply with the law.

Vital interests – in exceptional circumstances where information needs to be used to protect someone’s life or physical safety.

Where we rely on consent, consent can be withdrawn at any time by contacting us.

6. Photographs and Videos

We may occasionally wish to take photographs or videos during chess sessions, tournaments, presentations or other club activities.

Where required, appropriate permission will be obtained from a parent or guardian before identifiable photographs or videos of children are used for promotional purposes, including on our website or social media.

Parents or guardians can withdraw permission for future use by contacting the club.

We will take reasonable steps to ensure that photographs and videos of children are used appropriately and do not disclose unnecessary personal information.

We do not sell, rent or trade personal information.

We may share information where reasonably necessary with organisations or individuals that help us operate the club, such as:

Club organisers, coaches and authorised volunteers
Organisations responsible for chess competitions or events where participation requires relevant information
Website hosting and IT service providers
Payment providers, where online payments are available
Professional advisers, insurers or governing bodies where necessary
Law enforcement, safeguarding authorities or other public bodies where disclosure is required or permitted by law

Where third-party organisations process personal information on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.

8. Safeguarding

The safety and welfare of children attending Bath Junior Chess Club is important to us.

There may be circumstances where information needs to be recorded or shared for safeguarding purposes.

Where we believe that a child may be at risk of harm, relevant information may be shared with appropriate safeguarding professionals, local authorities, police or other organisations where necessary and permitted by law.

Safeguarding information will be handled carefully and access will be limited to those who reasonably need it.

9. Cookies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device which can help the website operate correctly, remember preferences, maintain security and provide information about how the website is used.

Some cookies may be essential for the website to function. Other cookies, such as analytics or marketing cookies, will only be used where an appropriate legal basis exists and consent is obtained where required.

You can control or delete cookies through your browser settings. Where a cookie consent facility is provided on the website, you can also use it to manage your preferences.

10. Embedded Content and Third-Party Services

Pages on our website may contain content or services provided by other websites, such as maps, videos, social media content or other embedded services.

These third parties may collect information about your interaction with their services and may use cookies in accordance with their own privacy policies.

We encourage you to review the privacy information provided by any third-party service you use.

11. Website Security and Technical Information

When you visit our website, certain technical information may be processed automatically, including your IP address, browser information and information relating to the device used to access the website.

This information may be processed by our website hosting or security systems to maintain the security, reliability and proper operation of the website and to protect it against spam, fraud and malicious activity.

12. How Long We Keep Personal Information

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, or where we are required to retain it for legal, safeguarding, insurance, accounting or regulatory purposes.

Different types of information may therefore be retained for different periods.

When information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.

13. Keeping Personal Information Secure

We take reasonable organisational and technical measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Access to personal information is restricted to people who reasonably need it to perform their role within the club.

14. Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, you may have rights under UK data protection law, including the right to:

Ask us for a copy of the personal information we hold about you or your child
Ask us to correct inaccurate or incomplete information
Ask us to delete personal information in certain circumstances
Ask us to restrict the way information is used in certain circumstances
Object to certain uses of personal information
Request transfer of information in certain circumstances
Withdraw consent where we are relying on consent

These rights are subject to certain legal limitations and exemptions.

To exercise a data protection right, please contact us at [INSERT CLUB EMAIL ADDRESS].

We may need to verify your identity before responding to a request.

15. Complaints

If you have concerns about how Bath Junior Chess Club has handled your personal information, please contact us first so that we have an opportunity to investigate.

You also have the right to make a complaint to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

Information about making a complaint is available from the ICO.

16. Links to Other Websites

Our website may contain links to other websites.

Bath Junior Chess Club is not responsible for the privacy practices or content of third-party websites. We recommend reading the privacy policy of any external website you visit.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the club, our website, the services we use or applicable data protection requirements.

The latest version will be published on this website with the date it was last updated.