Privacy Policy of Turun Työväen Shakkikerho ry
Registrar
Turun Työväen Shakkikerho ry
Varstakatu 1
21100 Naantali
Contact person for privacy and data protection issues
Ville Junnila
viljun@utu.fi
050 3083433
Administration of personal data
Turun Työväen Shakkiokerho ry stores the following personal data registers:
Member register
Participation information on tournaments
Rating lists
Direct marketing lists
The purpose of administrating personal data
Member register
We have a member register so that we can maintain the info required by the Associations Act. We also maintain data that The Finnish Chess Federation requires.
Participation informarion on tournaments
We have participation information on tournaments so that we can organize the tournaments and publish results.
Rating lists
We have club-specific rating lists so that we can divide participants of tournaments into groups based on playing levels. Examples of these are the Wednesday blitz rating list and Turku Youth Chess Tournament rating lists.
Direct marketing lists
We have direct marketing lists so that we can send information about our upcoming events. The marketing lists are based on consent which is possible to reject at any time.
How data is gathered and how is it stored?
Member register
We gather and store the following information for our member register:
First and last name
Date of birth
Street address
Email address
Phone number
Gender
Consent to direct marketing
We ask gender and date of birth because the Finnish Chess Federation requires their member clubs to pass them information about the amount of members based on gender and age. The Finnish Chess Federation uses this info to provide statistics about chess as a hobby in Finland, plan their activities and to apply for grants and provide raports for the Ministry of Education and Culture.
Member data is stored until the member resigns from the association or their membership ends in other ways.
Participation information on tournaments
We gather and store the following information for participation information on tournaments:
First and last name
Email address
Phone number
Other info that is required for the tournament like date of birth
We store the participation data as long as it is necessary for organizing the tournament and publishing the results.
Rating lists
For rating lists we gather and store the following information:
First and last name
Rating
We store the rating lists as long as it's necessary for organizing the tournaments. Some rating lists are also historical data for the club that is published on our website.
Direct marketing lists
For the direct marketing lists we gather and store the following data:
First and last name
Email address
The data on our direct marketing lists is stored as long as the person has consented to being on the list.
Ways we gather data
Member register
We gather data for our member register through our membership forms. A person can join as a member by filling out our membership form and by paying the membership fee.
Participation information on tournaments
We gather information on participating in our tournaments via sign up forms and data gathered on site while signing up for a tournament.
Rating lists
The names for rating lists are gathered when signing up for tournaments. The rating is checked from a rating lists or assigned if the player doesn't have a previous rating.
Direct marketing lists
The information for direct marketing lists is gathered via membership forms and tournament sign up forms. The forms or the links to the forms is stored on our website.
To whom do we pass data?
We don't usually pass on data to other entities or outside EU and ETA countries. Our member count is passed on to the Finnish Chess Federation based on age and gender. We also provide the Finnish Chess Federation our member list but only the names of the members is passed on. We currently use Google Forms as sign up forms to our tournaments. Google passes this data outside EU and ETA countries. You can read Google's privacy policy for more information.
Payments and accounting
We store personal data related to payments and prize money to handle the payments and to accomplish the requirements set by the Accounting Act. We store the personal data related to the payments as long as the Accounting Act requires them to be stored.
About publishing results
We publish results of tournaments on our website and our social media. We publish the participant's name, possible age group and result. Results aren't usually deleted later on since they form historical data for our chess club.
We use SwissManager software for some tournaments. SwissManager relays the results to chess-results.com-website and for rating lists (ELO and SELO). We can also pass on results to be published on other platforms.
About photographing
We may take photos of our events and publish them in our website and social media. Some photos can also be published on the Finnish Chess Federation's website and social media. You can let us know during events if you would not like to be photographed or have your photos published.
Regarding minors we mainly ask for caretaker's consent to take photos or publish them. With National Championship tournaments we may take photos of minors as part of general event photos and the prize ceremony. National Championship tournament photos may also be published on the Finnish Chess Federation's website and their social media.
How data is stored?
We strive to handle your personal data properly and with utmost care. We handle all data confidentially and only the persons responsible for the data or in need of it, may see and handle it.
What are your rights?
Your rights include a possibility to know what info is stored about you, correct and remove them and to be forgotten. You can contact Ville Junnila (viljun@utu.fi, 050 308 3433) in any personal data related issues. All of your rights may not apply in all situations. You can find more information about your rights on the Office of the Data Protection Ombudsman website.