2. Scope of this policy

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you browse this website, submit an enquiry, request a club visit, subscribe to updates, or otherwise interact with us. We aim to handle personal information consistently with the New Zealand Privacy Act 2020 and, where the GDPR applies to a particular individual or processing activity, the applicable requirements of the GDPR.

3. Information we may collect

We may collect information you provide directly, including your name, email address, telephone number, chess experience, membership or coaching interests, preferred visit date, message content and other details included in a form. We may also process limited technical information generated when the site is accessed, such as browser type, device information, approximate location derived from network data, pages requested, timestamps, referral information and security logs, to the extent such information is generated by our hosting environment.

4. Purposes of processing

• Responding to membership, coaching, tournament and general enquiries.
• Arranging club visits, sessions and chess-related activities.
• Providing requested updates where you have subscribed.
• Operating, maintaining, securing and troubleshooting the website.
• Complying with legal obligations and establishing, exercising or defending legal claims.
• Improving our services using aggregated or appropriately minimised information.

5. Legal bases where the GDPR applies

Where the GDPR applies, processing may be based on your consent, steps taken at your request before entering a contract, performance of a contract, compliance with legal obligations, or our legitimate interests in operating a chess club and secure website, provided those interests are not overridden by your rights and freedoms. Where consent is the basis, you may withdraw it at any time without affecting earlier lawful processing.

6. Collection transparency

When personal information is collected directly from you, we aim to explain why it is required and how it will be used. If information is obtained indirectly, we will provide notification where required by applicable New Zealand privacy law, subject to any lawful exception.

7. Sharing and service providers

We do not sell personal information. We may disclose information to service providers that support website hosting, security, communications or administration, but only where reasonably necessary and subject to appropriate safeguards. We may also disclose information where required by law, a lawful authority, or to protect the rights, safety and integrity of the club, its members or others.

8. International disclosures

If personal information is disclosed outside New Zealand or transferred internationally, we will take reasonable steps to ensure an appropriate level of protection and will use safeguards required by applicable law. Where the GDPR applies, relevant transfer mechanisms may be used when required.

9. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to meet operational or legal requirements, resolve disputes and maintain appropriate records. Retention periods vary depending on the nature of the information and the relationship involved.

10. Security

We use reasonable administrative, technical and organisational measures designed to protect personal information against loss, unauthorised access, misuse, alteration or disclosure. No internet transmission or storage system can be guaranteed to be completely secure.

11. Your rights

Subject to applicable law, you may have rights to request access to and correction of personal information held about you. Where the GDPR applies, additional rights may include erasure, restriction, portability, objection and rights relating to certain automated decisions. These rights can be subject to legal limitations and exemptions.

12. Children and young players

Chess activities may involve younger players. Where personal information about a child is collected, we take age, context and appropriate parental or guardian involvement into account. This website is not intended to solicit unnecessary personal information from children.

13. Complaints

Please contact us first so we can review any privacy concern. Depending on your location and applicable law, you may also have the right to complain to the New Zealand Office of the Privacy Commissioner or an applicable data protection supervisory authority.

14. Changes

We may update this policy to reflect legal, technical or operational changes. The updated version will be published on this page with a revised date.