Background
WCA is a chess organisation that manages a number of chess leagues and individual tournaments for members of affiliated clubs and leagues within the County of Worcestershire.Policy Statement and GDPR Compliance
We are committed to protecting the privacy and security of personal data held by any official, computer system, website or other device concerned with WCA to the best of our abilities.
These Privacy Notices cover personal data including contact and other information held by WCA in relation to officers, players in WCA events, and visitors to our web site.
It is important that you understand what data we collect, how we look after it, and how we make sure that we meet our legal obligation to you under the general data protection regulations which came into force in May 2018 and were updated in 2025 by the Data Use and Access Act.
Review of these notices
We keep our privacy notices and data protection policy under regular review, and we will place any updates to the notices on the relevant WCA webpage. The privacy notices were last updated on 19/07/2026. If you have any questions in relation to our notices or policy, please contact the Worcestershire Chess Association General Secretary.
Notice 1 - Data held in relation to WCA Officers
What data we collect
For Officers we collect in the main your full name, email address, preferred contact telephone number(s), and in very limited cases (eg where a physical contact address is required for official purposes) your home address.
We collect this data to allow communications between officials of Worcestershire Chess Association. mostly via e mail and in limited cases to provide an official physical address for the Association.
How do we collect this data
This data will be collected by the WCA general secretary following appointment of the officer concerned.How do we use your data
We use this data to keep officers informed at all times of WCA activities by email including Worcestershire League, Intercounty, and Congress competitions.
We also share contact emails between officers and a point of contact email which may be published on the officers page of the website, with the published email agreed with the officer concerned.
In limited cases home addresses may be required to allow postal communication with the federation.
We also use contact information for club secretaries to obtain payment of membership fees for WCA competitions, to help fund the operation of the Association, and for the Association to communicate with club members via the relevant secretaries as the primary point of contact.
How is it stored and who is the data shared with
The Worcestershire Chess Association General Secretary maintains a master list of all officers with contact details including email addresses.
This is shared with the Deputy/ Assitant General Secretary and used to compile mailing lists of different sets of officers - e.g. all officers, congress organisers etc.
This master list is shared with the webmaster so that officers' names can be published with an agreed contact email address.
Contact emails will in general be shared between officers where this is helpful to promote discussions. However bulk emails to the full list of all officers will generally be blind copied.
Contact information for the General Secretary, Treasurer, Ratings Officer and ECF Delegate is shared with the English Chess Federation to support rating of WCA events and representation of the Association at ECF General Meetings.
Aside from the above and unless required by law, we do not sell, rent or otherwise share officers personal data with third parties.
How long do we keep your data
Your personal data will be kept for the duration of your appointment as a WCA officer and 12 months thereafter to support any transition arrangements. Data will only be kept for a longer period if required to fulfil legal obligations.Your rights in relation to how we use your data
If you do not wish to share specific items of your personal data please contact the WCA General Secretary to agree how this can be accommodated. In addition you have a number of rights in relation to WCA usage of personal data as follows:- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure - You have the right to ask us to delete your personal information.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing - You have the right to object to the processing of your personal data.
- Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time.
Contact details re any questions re above policy or how your data stored Please contact the General Secretary or Deputy General Secretary for WCA if you have any questions about this notice.
Notice 2 - Data held in relation to Players in WCA Congresses, County Team Matches, and League and individual Competitions
What data we collect and how we use it
For Players in WCA events we collect in the main your full name, email address, your Club or City, and preferred contact telephone number(s) with the full set of data items as set out below.
| Data | Collected for | Usage |
|---|---|---|
| Date or Year of Birth | Congress, County, League and Individual Events | 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 | Congress, County, League and individual Events | To identify the player. |
| To allow County team captains to select and organise teams. | ||
| Gender | Congress, County, League and Individual Events | To confirm eligibility (e.g. for gender-restricted tournaments or prizes) |
| English Chess Federation (ECF) | Congress, County, League and individual Events | To assist with identifying the player |
| Membership Number & Expiry Date | Congress, County, LEague and Individual Events | 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 | ||
| Club | Congress, County, League and individual Events | To display on Chess-Results.com for Congresses or LMS for League Events. |
| To report to the English Chess Federation in the case of new players | ||
| City, Town or County | Congress, County, League and individual Events | To assist with identifying the player |
| To report the town, city or county in the case of a player without a club | ||
| ECF Rating ID | Congress, County, League and individual Events | To assist with identifying the player |
| To be able to submit results to the English Chess Federation for rating | ||
| Bye Request | Congresses only | To enable players to declare which round(s), if any, they would like to request a bye |
| Email Address | Congresses and County Events only | For Congresses to use as the primary contact method in the case of issues with their entry, or to pass on tournament information to the organiser. |
| For County Events to use as the primary method for team captains to contact their players as part of team selection and organisation of fixtures. | ||
| Phone Number | Congresses and County Events Only | To use as an emergency contact method in the case of issues arising in relation to a tournament or in advance of a county match. |
| Opt-in or out to Mailing List | Congresses Only | To enable entrants to select whether or not they wish to be added to the WCA mailing list, to be informed of future WCA tournaments |
| Opt-In or Out of Photography/ Media Publication | Congresses Only | To enable entrants to select whether or not they wish to appear in any photographs of the event. |
| FIDE ID (for FIDE Rated Events) | FIDE Congresses only | To assist with identifying the player |
| To be able to submit results to FIDE for rating | ||
| FIDE Federation (for FIDE Rated Events) | FIDE Rated Congresses only | To identify which Federation new players wish to be registered with |
How do we collect this data
This data is collected via the online event entry form for congresses and via the ECF League Management System for County, League and Individual Events.
For league and County events the club or county team captain will collect player data in advance of the event and enter player details and match/ game results in the ECF LMS system.
How is it stored and shared
Data is stored in the Congress entry management system, LMS, and supporting spreadsheets and made available to:
- Congress Organisers to support notifications to participants, pairings and results capture.
- County Team Captains to support selection of players and organisation of fixtures
- League Organisers when club secretaries enter results in LMS
Names of players, their club affiliation, any title gained and photographs taken throughout play during events and any prize giving will be published on WCA associated websites and may be sent to local news media and the English Chess Federation.
Where consent has been given for us to contact players or parents we may email you from time to time with details of future Worcestershire Chess events which will be done with blind copies to players / parents on the lists so that data is not shared.
Aside from the above and unless required by law, we do not sell, rent or otherwise share personal data with third parties.
How long do we keep your data
Player entry data for congresses will be kept for the duration of the event and for 12 to 24 months thereafter to facilitate any questions associated with the event.
Financial records of payments may be kept for a longer period to meet statutory requirements.
Contact information for mailing lists will also be held for a longer period where consent has been provided to allow us to contact you about future events as above.
Lastly Results information including opponent's names and results may be held for a longer period in Swiss Manager, LMS and the WCA website for record purposes.
Your rights in relation to how we use your data
You have a number of rights in relation to WCA usage of personal data as follows:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure - You have the right to ask us to delete your personal information.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing - You have the right to object to the processing of your personal data.
- Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time.
Contact points for the above rights are set out below.
| Item | Action |
|---|---|
| Right of access, rectification or erasure. | Email the WCA General Secretary |
| (contact email chris99lee@aol.com) | |
| Right to restrict / object to processing, | Email the WCA General Secretary |
| Removal from the Events Mailing List | Either of the following: |
| Email the WCA General Secretary | |
| Reply to the most recent email requesting removal from the mailing list | |
| Withdraw Consent for appearing in | Email the tournament organiser informing them of the |
| photographs for a Tournament | 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 |
Notice 3 - Data published on the WCA web site or held in relation to Visitors to the WCA Web Site
Personal details, contact emails, or photographs will only be displayed on the Association's websites where publication has been agreed by way of agreement to the relevant privacy notice, or where specific consent has been obtained from the person concerned.
Visitors Data
The website at www.worcestershirechess.org.uk does not set cookies on your computer and no information is collected as a result of you visiting its pages. Your rights in relation to personal data on the web site are as set out in Parts 1 and 2 of the Privacy Notices. Other Websites
Our website contains links to other websites and we cannot be responsible for other websites even if accessed via links on ours. This privacy policy only applies to the use of our website.
All Notices
Complaints
If you have concerns about our use of your personal information, you can make a data protection complaint to the WCA General Secretary.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the Information Commissioner's Office
Website: ico/complaint - Helpline number: 0303 123 1113