National Correspondence Chess Club Privacy/GDPR Policy
This website is operated by the National Correspondence Chess Club (‘NatCor’, ‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so, we are subject to the UK General Data Protection Regulation (UK GDPR).
This privacy policy is divided into the following sections:
• What this policy applies to
• Personal data we collect about you
• How your personal data is collected
• How and why we use your personal data
• Who we share your personal data with
• How long your personal data will be kept
• Cookies
• Your rights
• Keeping your personal data secure
• How to complain
• Changes to this privacy policy
• How to contact us
What this policy applies to
This privacy policy relates to your use of our website only.
Throughout our website we may link to other websites owned and operated by certain third parties, for example the English Federation for Correspondence Chess (EFCC), International Correspondence Chess Federation (ICCF) or similar chess websites. Those third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to those third party websites, please consult their privacy policies as appropriate.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through our website. We will collect and use the following personal data about you:
• your name, address and contact information, including email address and telephone number
• your billing information and transaction information
• details of any information, feedback or other matters you give to us by phone, email, post or via social media
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
How your personal data is collected
We collect personal data from you:
• directly, when you enter or send us information, such as when you enter a tournament arranged by NatCor or the ICCF or indicate an interest in playing in a Friendly match or other international match.
• indirectly, such as your browsing activity while on our website; we will collect information indirectly using the technologies explained in the section on ‘Cookies’
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, e.g:
• where you have given consent
• to comply with our legal and regulatory obligations
• for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
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What we use your personal data for |
Our reasons |
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Creating and managing your interactions with us. For example, recording your interests in matches and tournaments, your entries to tournaments, recording payments of fees, communications of NatCor business such as the Annual General Meeting |
For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you
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Enforcing legal rights or defend or undertake legal proceedings |
Depending on the circumstances: —to comply with our legal and regulatory obligations —in other cases, for our legitimate interests, ie to protect our business, interests and rights |
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Protecting the security of systems and data used to provide the services |
To comply with our legal and regulatory obligations
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Updating and enhancing our records |
Depending on the circumstances: —to comply with our legal and regulatory obligations —for our legitimate interests, eg making sure that we can send you our member communicatons |
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Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our activities |
To comply with our legal and regulatory obligations |
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Who we share your personal data with
We may share personal data with:
• Members of the NatCor Executive Committee and officers appointed by NatCor to act as Tournament Organisers or Tournament Directors
• The EFCC, ICCF or similar organisations. The NatCor website is open access, and therefore names are accessible to anyone viewing the website.
How long your personal data will be kept
We will not keep your personal data for longer than we need it for the purpose for which it is used.
Cookies
The only cookies collected are those required for the efficient running of the website.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
Please contact the NatCor Secretary if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the UK Information Commissioner.
The Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.
Changes to this privacy policy
We may change this privacy policy from time to time—when we make significant changes we will take steps to inform you by notice on our website.
How to contact us
You can contact the NatCor Secretary via
Updated 9th June 2025