Privacy Policy

Effective Date: Febuary 17, 2025

This Privacy Policy outlines the practices of the Oceanside Chess Club (referred to as "the Club," "we," "us," or "our"), a Canadian registered nonprofit organization, regarding the collection, use, retention, and disclosure of personal information. This policy applies to all individuals who interact with the Club, including but not limited to tournament participants, volunteers, and visitors to our website. By engaging with the Club, you consent to the practices described in this Privacy Policy.

The Club collects personal information for specific purposes related to its operations, including tournament registration, volunteer coordination, and website analytics. The types of information we collect include, but are not limited to:

• Full Name: Used to identify participants and for publication in tournament-related materials.
• Email Address: Used for communication regarding tournament details and updates.
• Chess Rating: Used for tournament seeding and pairing purposes.
• Date of Birth: Used to determine if you are eligible to register for the tournament.

• Full Name: Used to identify participants and maintain accurate records of games and ratings.

• Full Name: Used to identify volunteers and acknowledge their contributions.
• Current Residence: Collected only if required for specific volunteer positions.
• Email Address or Phone Number: Used for communication and coordination purposes.

• Google Analytics: The Club uses Google Analytics to collect anonymized data about website traffic and user behavior for metric analysis.
• Cloudflare: The Club uses Cloudflare to protect against bots, distributed denial-of-service (DDoS) attacks, and malicious users. Data collected by Cloudflare is automatically deleted after three (3) months.

• Photographs and Videos: Images may be recorded during tournament play for promotional purposes, including publication on the Club’s website, social media platforms (e.g., Facebook), and local newspapers.

The Club collects personal information for the following purposes:

• To facilitate tournament registration and participation.
• To maintain and update the local rating system.
• To communicate with volunteers and participants.
• To analyze website usage and improve user experience.
• To protect the Club’s website and services from malicious activity.
• To promote the Club’s activities and events through publications and media.

• Tournament Registration Data: Retained for up to five (5) years after the last tournament registration. Participants may request the removal of their data one (1) month after the conclusion of a tournament.
• Local Rating System Data: Retained indefinitely unless a participant requests removal.
• Volunteer Information: Retained for up to three (3) years after the last communication with the Club, except for names, which may be retained indefinitely for historical records.
• Cloudflare Data: Automatically deleted after three (3) months.
• Google Analytics Data: Retained in accordance with Google’s data retention policies.

The Club does not share personal information with third parties, except in the following circumstances:

• ChessManager sp. z o.o.: Names and ratings may be shared with ChessManager for tournament management purposes.
• Publications: Names may be published in tournament-related materials, including the Club’s website and local newspapers.
• Legal Obligations: Information may be disclosed if required by law or to protect the Club’s legal rights.

You have the following rights regarding your personal information:

• Access: You may request access to the personal information we hold about you.
• Correction: You may request corrections to inaccurate or incomplete information.
• Deletion: You may request the deletion of your personal information, subject to legal and operational requirements.
  • Tournament participants may request deletion one (1) month after the conclusion of a tournament.
  • Local rating system participants may request removal at any time.
  • Volunteers may request deletion after their involvement with the Club has ended.
• Opt-Out of Media: To opt out of having your image used in promotional materials, you must submit a written request to [email protected] at least one (1) day before the scheduled start date of the tournament.

The Club is committed to protecting your personal information through appropriate technical and organizational measures. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

The Club reserves the right to update this Privacy Policy at any time. Any changes will be posted on our website with an updated effective date.

By engaging with the Oceanside Chess Club, you acknowledge that you have read, understood, and agreed to this Privacy Policy.