for Customers and for General Enquiries
This privacy notice tells you about the information we collect from you when you make an enquiry or a booking with Wallace Chess. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
This is in line with the new GDPR Guidelines that are relevant from May 25th 2018.
WHO ARE WE?
We are Wallace Chess Limited. If you wish to reach us by post you can contact us via our accountants: GW Cox and Co, 76 Frinton Road, Kirby Cross, Frinton-on-Sea, Essex
CO13 0LE. You can also reach us by email at firstname.lastname@example.org or by telephone on 0787 965 5581.
We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.
WHAT PERSONAL DATA DO WE COLLECT?
We collect your name, address, telephone number and email address. If the booking is for a child we also collect their date of birth as well as any information regarding to any medical or allergic conditions that they may have. We may also ask for the name of your child’s school. We may also collect information such as the contact name and number of the child’s caregivers such as nannies or grandparents.
At some of our venues CCTV may be installed which may capture images of you, your child and other participants. Wallace Chess is not the data controller for these systems.
We may also ask you for payment card details and bank information.
We collect this data under the legal basis of legitimate interests, so that we can provide you with a service, as well as information about our products and services.
WHY DO WE COLLECT THIS INFORMATION?
We collect this information in order that we can contact you in relation to your booking or enquiry. Collecting a child’s age helps us to group children into the appropriate classes, and their medical/allergy information helps us to look after your child’s wellbeing. Collecting the information of the child’s caregivers may be important during the booking process or on the day of the class in order that things run smoothly. Collecting the name of the school may be used for market research purposes.
We collect payment card and bank account information in order to initiate payment and refunds related to your contract with us.
CCTV images may be used for crime prevention and to assist our operations.
We may contact you with marketing emails with products or services that we feel are relevant for you. You may unsubscribe from these marketing emails at any time by replying “unsubscribe” to the email or by emailing email@example.com in order to tell us your preferences.
WHAT DO WE DO WITH YOUR INFORMATION?
We hold your contact information in the software on our computers, as well as cloud-based applications. The computers and cloud-based applications are password protected. Sometimes it is practical to hold or collect information on paper, for example on a paper register, e.g. during a chess holiday camp. This information will be collected from the coaches after the camp or at the end of a school term and either be shredded or stored in a locked filing cabinet.
Wallace Chess does not store card or bank account details, except if your consent has been given in writing.
We only share your information with third parties that provide services to Wallace Chess that are required in order to fulfil our contract with you. For example, your contact information and name and child’s name and medical and allergy conditions are shared with coaches in order that they can properly run the classes, and are able to contact you e.g. in case you need help finding the venue, in case of emergencies and so on.
We do not share or sell your data with other companies, unless they own part or all of Wallace Chess (see below), or unless the other company is owned in full or in part by one or both of the current Co-Directors of Wallace Chess, namely Astrid S.Wallace and John-Paul Wallace.
In case of another company buying all or part of Wallace Chess, your data may be passed on to them so that they can continue providing you with a service.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
If you proceed with a booking, we will keep your information for at least 7 years after the last booking. This is to keep in line with HMRC guidelines. In line with the Data Protection Act we will keep your data from an enquiry or a booking for as long as it is deemed useful for historical, statistical or market research purposes.
YOUR RIGHTS OVER YOUR INFORMATION
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.
To submit a request by email, post or telephone, please use the contact information provided above.
We reserve the right to charge a £10 fee for requests of your information, to cover our administrative costs.
YOUR RIGHT TO COMPLAIN
We encourage you to give us feedback if you are not happy with how we use your information.
If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org/concerns or write to them at:
Information Commissioner’s Office
Any updates and changes will be posted here.