Medway Chess Club Conditions of Membership and Competition Entry.
It is a condition of membership and entry to all the club events and competitions for Medway
Chess Club (MCC), including playing for a leagues and competitions, that prospective
participants agree to the specified uses of personal information in the notice below and
acceptance of the MCC’s safeguarding policy for the supervision of Junior chess players and
adults in need. For this purpose, “prospective participants” Includes (but is not limited to) any
minor aged 13 or over, a parent or guardian of a Junior player and the carer of an adult in
need. (In the UK only children aged 13 or over are able to provide their own consent. For
children under this age consent needs to be obtained from whoever holds parental
responsibility for the child.)
Members, and where applicable their parents, guardians or carers are aware of these
conditions, their safeguarding responsibilities and the use that will be made of their personal
information.
Please note that photographs may be taken by Medway Chess Club at its club night, events
and competitions which may be used for publicity purposes both for the current event and
those in future years. Any objection by an individual to the same being published should be
notified to MCC Committee. Information on how we use the data you provide us is included
in these conditions of membership. Any photography will have regard for MCC’s
safeguarding policy in relation to children and vulnerable adults.
Definitions: “ECF” English Chess Federation, “FIDE” Federation International d’Echecs
Conditions
1. Participants agree to abide by any specific rules published for competitions or events.
2. Participants must comply with the MCC’s Safeguarding Policy and any
Safeguarding Policies of the teams they play for or, if notified by the organisers, the
venues they play in.
3. Participants must be considerate of others and shall not act in a discriminatory way
whether in terms of age, religion or beliefs, ethnicity, disability, sexual orientation or
gender identity, or socio-economic background.
4. Participants and parents or guardians of junior participants in MCC events agree:
a) to supply and to the use by MCC of the personal data tabulated below
b) to the use by MCC of the results of all games played (including the date of the game,
the name of each player and the colour played)
c) to the publication and archiving of results by MCC and where applicable KCCA.
d) to processing for and by the ECF of results for grading and FIDE rating including
supplied personal data required for this purpose.
e) to official MCC event photography/recording and publication unless an objection
has been notified.
f) not to take photographs or record images without advance permission of MCC
committee.
Safeguarding
Safeguarding is the responsibility of everyone at MCC on club nights, events or team
matches, whether player, parent, guardian, carer, team captain, arbiter, official, organiser or
spectator. Anyone who has a safeguarding concern should raise it straight away with the
Organiser of the event or contact MCC’s safeguarding officers: Jedda Taylor –
jedda.taylor@btinternet.com Tel 07725995309 and Lawrence Tutt –
All members must ensure that their activities take place in a safe and child centred
environment where children and adults in need are protected from harm to deliver a positive
and enjoyable experience of chess.
Parental Responsibility
Medway Chess Club and committee members cannot act “in loco parentis” at club and are
not able to take responsibility for any child’s actions, or for the actions of anyone that may
affect your child.
Medway Chess Club strive to prioritise the well being of junior members and volunteer
committee members have completed appropriate vetting and safeguarding training.
Medway Chess Club volunteers may need to act as ‘in loco parentis’ for away matches and
trips arranged for junior members to events and congresses. Any supervising adult will
adhere to Medway Chess Club Safeguarding policy and have completed appropriate vetting
and training.
Parents must decide in accordance with the law when they feel their child is mature enough
to attend club independently. Children mature at different rates and need to feel safe and
comfortable in the chess club environment independently before they attend alone. Any
primary aged child must be accompanied by a parent on club nights and events.
Secondary school aged children may attend MCC independently but must be dropped off and
collected by parent / guardian / carer. No child may leave the playing hall alone unless
written permission has been provided by parent / guardian. Parents / Guardians will retain
parental responsibility throughout, and children need to be mature enough to interact with
other club members and abide by club rules for their safety and well-being.
Medway Chess Club’s aim is to provide a safe and secure environment for children to play
and enjoy chess socially and competitively both at club and community events.
Prohibited Conduct
The following types of conduct are specifically prohibited at ECF events or chess related
activities:
A) Sexual Misconduct including inappropriate contact, harassment, assault and abuse
particularly, but not limited to, misconduct involving minors.
B) Bullying
• Physical
• Verbal
• Social, including cyber-bullying
• Sexual
• Any form of physical threat or violence.
C) Harassment – repeated insulting or abusive behaviour
D) Discrimination – unjust or prejudicial treatment of people on grounds of race, gender,
disability, age, or sexual orientation.
E) Emotional Misconduct - controlling behaviour designed to embarrass, shame or
otherwise manipulate.
Use of Personal Data
What may MCC ask for and why?
Surname To allow us to identify the player.
First name To allow us to identify the player.
To comply with data required by ECF for
management of rating.
Month & Year of birth Eligibility for age-specific membership rates and uploading personal
details for LMS / ECF management of rating.
Gender Uploading of personal details to LMS player list for identification
purposes as required by the ECF.
To allow us to verify your membership number, and thus decide
ECF Membership code whether you are eligible to participate in leagues or if any
participation fees are likely to arise and to warn you of them.
FIDE rating / ECF
To allow us to verify whether a player is eligible to compete in a
rating/other rating & event section (e.g. rating restricted) source
It is a FIDE requirement for FIDE-rated events that a player’s
Federation
Federation is reported.
The above is equally applicable for any data we may be asked by the English Chess
Federation (“ECF”) to process on their behalf in respect of your grading results or by FIDE
for any FIDE rated results. Details about the ECF’s processing of your personal data can be
found in their Privacy Notice at www.englishchess.org.uk/ecf-privacy-notice.
It is a condition of entry that players and parents or guardians of junior players who
participate in MCC events agree:
a. to supply and to the use by MCC of the above data;
b. to the use by MCC of the results of all games played (including the date of the game,
the name of each player and the colour played);
c. to the publication and archiving of results by MCC, KCCA and the ECF;
d. to processing for and by the ECF of results for grading and FIDE rating including
supplied personal data required for this purpose;
e. to official MCC event photography and publication unless an objection has been
notified.
What information will be shown on the MCC’s website?
In respect of your results in MCC’s events and competitions our website or the ECF LMS
website, may show:
• The name of choice and initials of player and opponent
• The surname of player and opponent
• Any ECF ratings or assigned competition estimates that the player might hold
• The result and who had which colour
• The event that the player has played in.
The KCCA and MCC believes they and players have a legitimate interest in the use of this
information to grade the games of chess played in its competitions and to publicise the local
events held. The KCCA and MCC are also of the opinion that it has a legitimate interest in
maintaining an historical archive of its competitions and events.
Photography and other means of recording images
MCC may take photographs and recordings during our events having regard to its above
Safeguarding Policy. These will include the following:
• General photographs of the playing area
• Photographs of individual players, who may be identified, when playing their games
• Photographs of individual/team prize winners, who will be identified
These photographs and recordings may be published by MCC in one or more of the following
places:
• The MCC website and in some circumstances the websites of participating teams
• Chess publications and their websites
• Local or national newspapers and their websites
MCC has a legitimate interest to publish these photographs for the benefit of its historical
archive and to help publicise local and regional chess. Any player or parent or guardian of a
junior player who does not wish their image to be recorded for the limited purposes described
above must notify their objection to the event organiser or to a MCC committee. Photography
of such individuals will not take place. Any photographs that are inadvertently taken will not
be published and will be destroyed. Other than by a MCC official photographer, photography
or other recording of images is not permitted unless authorised in advance by the organiser of
the MCC event or for team matches by both team captains/managers applying their
organisation’s safeguarding and data protection policies. At KCCA and MCC events and
team matches all photographers must be registered in advance and comply with the KCCA’s
and MCC’s Safeguarding photography policy.
Site Content
Privacy Policy.
Privacy Policy
Medway Chess Club is committed to protecting and respecting your privacy.
This policy explains when, how, and why we collect personal data about people.
Who we are
Medway Chess Club is a chess club playing at English Martyrs Church, 37 Frindsbury Rd, Rochester.
How we collect your information
The only information we obtain about our members is provided by them directly. We do not collect personal data simply as a result of a person visiting our website.
How your information is used
The personal data we obtain is applied for the following purposes, namely to:
Obtain payment of membership fees to fund the operation of the Club.
Identify members on the English Chess Federation (ECF) Website.
Submit details to the ECF to enrol Medway Chess Club members as ECF members.
Register members to play for Medway Chess Club in competitions which Medway Chess Club enters.
Submit results of matches played to the ECF for grading purposes or to other organisations running competitions in which Medway Chess Club participates.
Communicating with members for the purposes of running the chess club, including selecting and organising teams and other chess events.
Consistently with this, the contact details provided to us by members may be used to contact them by mail, telephone, fax or e-mail for the purposes of the Chess Club.
We will hold personal data for as long as a person is a member and for a reasonable time afterwards.
This data is held pursuant to the legitimate interests of Medway Chess Club which is the basis on which your data as set out is processed.
Who can access information
Unless required by law, we do not sell, rent or otherwise share personal data with other third parties.
Rights
Members can ask for a copy of the data we hold about them. If a member provides information about another person, it is their responsibility to ensure that the other person has given their explicit consent to the processing of their personal data.
Should you have any unresolved complaints about the way we process your personal data, you have the right to make a formal complaint to the Information Commissioner’s Office (ICO).
Links to other websites
Our website may contain links to other websites. This privacy policy only applies to the use of our website. We cannot be responsible for other websites even if accessed via links on our website.
Review of this policy
We keep our privacy policy under regular review and we will place any updates on this webpage. This privacy policy was last updated on 10th September 2020.
If you have any questions about this policy, please see the contact details on the website
