Privacy Policy

Who we are

Knights of Eanna Chess Club is the data controller for the personal information described in this policy.

If you have any questions about this policy or about your data, please contact us at:

chess@knightsofeanna.ie
Knights of Eanna Chess Club, Colaiste Eanna, Hillside Park, Ballyroan Road, Rathfarnham, Dublin 16, Ireland.

Where we collect information

We may collect personal information through our club website at knightsofeanna.ie, through our membership and administration forms at chessclubcrm.vercel.app, and through direct club communications such as email or in-person membership administration.

The membership system at chessclubcrm.vercel.app and knightsofeanna.ie is used by Knights of Eanna Chess Club to collect and manage membership, household, consent, communication, payment-status, and club administration information.

What information we collect

Depending on how you join, renew, complete a membership form, or otherwise interact with the club, including through knightsofeanna.ie, chessclubcrm.vercel.app or knights-of-eanna-chess-club-shop.square.site, we may collect:

• - name
• - date of birth
• - email address
• - phone number
• - parent or guardian contact details
• - household membership details
• - consent and communication preferences
• - chess identifiers such as ICU or FIDE ID where relevant
• - chess rating
• - membership and payment status
• - notes needed for club administration

We only ask for information that we need to run club membership and related club activities.

How we use your information

We use personal data to:

• - manage club membership
• - keep an accurate member list
• - contact members or parents/guardians about membership and essential club administration
• - send optional club updates and event emails where the relevant email consent has been given
• - manage junior memberships and household memberships
• - record consent and communication preferences
• - track whether membership has been paid
• - manage club tournaments
• - meet legal, governance, or safeguarding responsibilities where applicable

Junior members

Where a member is a child, we may collect information from a parent or guardian and use parent or guardian contact details for membership administration and club communications.

For younger junior members, club communications will normally go to a parent or guardian rather than directly to the junior member.

Where the club allows direct contact with an older junior member, this will only be used where the relevant consent has been given.

Lawful basis

We process personal data for legitimate club administration purposes and, where appropriate, on the basis of consent for specific communications or permissions.

Optional club updates and event emails are sent only where the relevant optional email consent has been given. Essential membership and administration emails are separate and may still be sent where needed for club administration.

Where we rely on consent, you can withdraw that consent at any time.

Who we share data with

We do not sell personal data.

We may share limited information where needed with:

• - service providers who help us run club administration systems
• - email delivery providers, including Brevo, who send optional club updates and essential club administration emails on our behalf
• - payment providers
• - chess organisations or rating bodies where relevant to a member’s chess participation
• - legal or regulatory authorities where required by law

We only share what is necessary.

How long we keep data

We keep personal data only for as long as it is needed for club administration and related record-keeping.

If someone starts providing details but does not complete the required consent, their provisional record may be deleted after a short period.

We may keep limited historical membership records where necessary for club administration, governance, or legal reasons.

Your rights

You have rights under data protection law, including the right to:

• - ask for a copy of your personal data
• - ask us to correct inaccurate data
• - ask us to delete data where appropriate
• - object to certain processing
• - withdraw consent where we rely on consent
• - make a complaint to the Data Protection Commission

Information on your rights is available from the Irish Data Protection Commission.

Photos and communications

The club may send essential membership and administration emails where needed for club administration, including matters such as membership renewal, payment, fixtures, safeguarding, or operational club updates. These are separate from optional club updates and event emails.

Optional club updates and event emails may include tournament announcements, social events, and general club news. These optional emails are sent only where the relevant optional email consent has been given, and you can unsubscribe from them at any time.

If the club uses photos or sends communications based on your preferences, we will respect the choices you give us in our forms. You can ask us to update your communication preferences at any time.

Changes to this policy

We may update this policy from time to time. The latest version will be published on this page.

Contact us

For privacy questions or requests about your data, please contact:

chess@knightsofeanna.ie