Data Protection

Data Protection – Memberships and Competitive Chess

You can find out about how Wanstead & Woodford Chess Club (“the Club”) processes your personal information in respect of your membership and the Club’s chess internal and external chess activities in our Privacy Notice.

The Club is committed to processing personal information lawfully, fairly and transparently by authorised people in a secure way. In doing so the Club ensures that it is collected and processed for specific purposes, is adequate, relevant and limited to what is necessary to run the Club and its chess activities, is accurate and up-to-date and is kept for no longer than is necessary.

Individual members of the Club and parents and guardians of our junior members or those enrolled with our junior coaching programme must assist in this process by ensuring that the personal information the Club holds, such as contact telephone numbers, postal addresses and e-mail addresses is always current.


Wanstead & Woodford Chess Club

The Club collects and uses your personal data in compliance with the General Data Protection Regulation (GDPR). The legal basis for processing this data is the Club’s legitimate interest as a chess club . The Club uses the data for the administration of your Club membership and associated memberships (see below), the communication of information and the organisation of teams and events.

Downloads: Privacy Notice

Link: Membership Form

Wanstead House Community Association (“WHCA”)

Adult members of the Club automatically become members of WHCA. This is a condition of the Club’s hire of the premises. WHCA communicates with its members through posted notices in the House and through its constituent bodies, which the Club is one of.

WHCA Downloads: Privacy Notice

English Chess Federation (“ECF”)

Membership of the national Federation is included within the Club’s membership subscription. A discount equating to the costs of an adult bronze or junior silver membership is available for those members who already have a corresponding current adult or junior ECF membership when taking out or renewing their Club memberships. Membership of the ECF is essential for all of our competitive over-the-board chess activities other than speed chess and most of our online events. See below.

ECF Downloads: Privacy Notice

Essex Chess Association (“ECA”)

The Club is a member of the Essex Chess Association, which promotes and runs chess events in Essex, both for teams and for individuals. It also enters representative teams in regional and national competitions (County Chess). Membership of the ECA and of the ECF is required to participate in the Essex League.

ECA Downloads: Privacy Notice

Competitive Chess

Events organised by the Essex Chess Association

The Essex Chess Association has adopted Conditions of Entry for all of its chess activities which include the use of personal data it collects and processes for its own purposes and for those of others.

These apply to members who play in any of the Club’s teams in the Essex League, the summer rapid Essex Knockout and the Essex Team Blitz.

ECA Downloads: Conditions of Entry | ECF data processing

These documents are consistent with the Conditions of Entry which the Southern Counties Chess Union applies to its zonal stage of the County Championships, in which all of our members can represent Essex if selected, and to its other competitions.

Southern Counties Chess Union Downloads: Privacy Policy | Conditions of Entry to Competitions | Note on Processing of ECF Data

Other team events

The Club also enters teams in London League and North Circular League events. These leagues differ from the leagues run by the Essex Chess Association in that membership is restricted to participating clubs. However, there are registration requirements for player eligibility and their competition rules require results to be submitted for rating to the ECF. From time to time we may also enter teams in regional or national competitions, which are also likely to submit results for rating. The notes on ECF data processing in our Privacy Notice explain the data required and its use in this process.

The North Circular League requires participating players to be ECF members. The league’s Privacy Notice is in a similar form to that of the Essex Chess Association.

The London League’s Privacy Notice is restricted to the operation of its website based league management system and the use of data through this portal. Consequently, it is more technical in presentation.

If you object to the use of your personal data for the purposes of registration, rating and results publication, then regrettably participating in these Leagues and our other occasional team competitions will not be possible.

Downloads: London League Privacy Notice | NCCL Privacy Notice

Club Championship, U126 Ladder Tournament and Rapid Championship

The competition rules for these events require the results to be submitted to the English Chess Federation for rating. The Club does this through the Tournament Secretary and local rating officers, approved by the Federation. The notes on ECF data processing in our Privacy Notice explain the data required and its use in this process.

Results are published on our website and may also appear in the ECF’s League Management System where the Club is listed under club organisations for automatic ECF rating of some of its events. The ECF also displays a player’s ECF related data such as membership number, rating code and ratings within player lists and player profiles.

From time to time the Club may run other rated competitions. This will be made clear in the entry information.

If you object to the use of your personal data for these events and rating or publication by the ECF or the Club, then regrettably participating in these club competitions will not be possible.

Link: ECF LMS Club Download: ECF LMS Privacy Notice

Online internal and external activities

The Club’s policy for the playing of chess online is available from the Corporate Menu below.

The Club has established official online Clubs on the and platforms for our members in which we may from time to time run club competitions or matches against other online clubs. Events may also take place on these platforms outside of our online club, which non-members can also participate in. These platforms are also used for playing online team events organised by other organisations, which operate their own Privacy Policies, which can be downloaded below. The Club has no control over data processing by these platforms or organisations.

Some organisations such as the ECA have their own policies for the playing of chess online, with which players in our participating teams must comply.

Online platforms generally operate without disclosing real identities, though individual members can choose to do so either through their choice of username or within their player profile. They also operate their own rating systems which they publish on their websites, which are public along with a player’s results and games. They run anti-cheating processes which can result in a public account closure or flagging for fair play violations, with an appeals process, though limited information about the nature of the violation is provided. The Club has no control over these processes.

For most of our Club competitions and some team events publication of real identities alongside platform usernames is an event requirement not only as a record of achievement but also to discourage cheating behind a cloak of anonymity. This is also necessary for events to be online rated by the ECF. The notes on ECF data processing in our Privacy Notice explain the data required and its use in this process. Platform usernames of players who have participated in any ECF online rated event are displayed by the ECF’s League Management System.

If you object to the use of your personal data by these online platforms or for these online events and online rating, then regrettably participating in our online clubs and in these club competitions and team events will not be possible.

Similarly, if you object to publication of your name, usernames, ratings and results on our websites or by other organisations above then regrettably participating in our online clubs and in these club competitions and team events will not be possible.

Downloads: ECA Online Policy | LoM Privacy Notice | 4NCL Privacy Notice | Privacy Notice | Privacy Notice