Privacy Policy

 

Last Update / Effective Date: September 14, 2021

 

This Privacy Policy (“Policy”) describes the Personal Information collected by or on behalf of United States Chess Federation (“Federation,” “we,” “us,” or “our”), including through the www.uschess.org website (the "Site") and our interactions with you, and how Personal Information is used, shared and protected.

 

We may modify this Policy at any time. All changes will be effective immediately upon posting to the Site. Material changes will be conspicuously posted on the Site or otherwise communicated to you.

 

PLEASE SEE THE END OF THIS POLICY FOR ADDITIONAL PROVISIONS THAT APPLY TO PEOPLE IN THE EU AND UK.

 

If you use the Site, you must comply with our Term of Use (“Terms”) found here.

 

PERSONAL INFORMATION WE COLLECT

 

We Collect Personal Information Directly From You. We collect Personal Information that you provide directly to us. Personal Information is required in certain circumstances, such as to become a member of the Federation or make a donation.

 

Membership and Online Account.  To join the Federation as a member, you must submit your name, mailing address, info@uschess.org, phone number, date of birth, and gender. To create an online account, you must select a username, and provide us your name, email address, member ID number, and postal code.

 

Chess Activity. As a member of the Federation, we collect information about your chess activity, including but not limited to, membership ID number, chess rating, chess play, games played, wins and losses, tournament participation, and sanctions or infractions.

 

Donations.  If you complete a donation form on our Site, we will collect your name, mailing address, email address, and phone number.

 

Marketing Communications; Opt-Out.  When you become a member of the Federation, make a donation, or sign up for our mailing lists, we may send you promotional and other electronic and hardcopy communications. We may use third-parties or service providers to deliver communications to you. You may opt-out of such marketing emails by using the unsubscribe link in the email or contacting us at info@uschess.org with “Unsubscribe” in the subject line. To opt-out of other communications (e.g., postal marketing), please contact us as set forth below. Opting out of marketing communications does not opt you out of non-marketing communications, such as emails about your membership or donations.

 

FeedbackWhen you provide comments or feedback about our Site, the content on the Site, or the Federation generally ("Feedback"), we will not treat that Feedback as confidential and we may use that Feedback for any purpose in our sole discretion so long as it does not personally identify you. Feedback will be used without attribution or compensation to you.

 

We Collect Personal Information Automatically.  We automatically collect certain information from you when you access our Site.

 

 

 

Cookies & Other Tracking Technologies.

 

What types of online tracking mechanisms do we use? We may use cookies, web beacons, pixel tags and other tracking technologies (collectively “Cookies”) on our Site.

 

What are cookies and web beacons / pixel tags? A cookie is a small text file that our Site saves onto your computer or device when you use the Site that provides us certain information about your activities. Cookies allow the Site to remember your actions and preferences and recognize you or your browser. Web beacons / pixel tags are small graphics on a webpage that monitor your activity when viewing a webpage.

 

Why do we collect Cookies? We use Cookies to:

 

  • make our Site function properly;
  • provide personalized experiences;
  • tailor our interactions with you;
  • help with our marketing efforts;
  • provide us with valuable data and statistics about the usage and effectiveness of our Site; and
  • to help us improve our Site;

 

What type of information do Cookies collect? The Cookies on our Site may collect information such as:

 

  • the IP addresses assigned to the computers and other devices you use;
  • your internet service provider;
  • the device ID number;
  • approximate geographic location;
  • the Site pages visited or clicked on;
  • the date and time you visited the Site, and the amount of time spent on the Site;
  • your operating system, browser type, search requests, and other similar information;
  • the websites you access before and after visiting the Site, and
  • data related to how and when you use the Site.

 

We may combine information from Cookies with Personal Information, including data obtained from other sources.

 

How long do Cookies last? A Cookie can either be a “session” Cookie or a “persistent” Cookie. Session Cookies exist only for so long as you are visiting the applicable Site and are typically deleted when you exit your web browser. Persistent Cookies exist for a set period of time, for example, up to several months or years. Each time you visit a Site that has implemented a persistent Cookie, the persistent Cookie is renewed and that Cookie will remain active until its predetermined expiration date. You can manually delete persistent Cookies through your browser settings.

 

First-party versus third-party Cookies. Cookies may either be “first-party” or “third-party” Cookies. A first-party Cookie allows your web browser to talk to the actual Site that you are visiting (i.e. our Site). A third-party Cookie allows your web browser to talk to a third-party website, such as the source of an ad that appears on the website you are visiting or a third-party analytics provider. We do not have control over how information gathered by third-party Cookies is used by third parties.

 

How do you manage Cookies or opt-out? Most browsers automatically accept cookies. You can disable this function by changing your browser settings, but disabling cookies may impact your use and enjoyment of the Site. Not all features or functions of the Site may work properly if you disable Cookies. You cannot disable all Cookies, such as Cookies that are essential to the functioning of the Site.

 

Google Analytics.  We use Google Analytics to collect and process information about your use of the Site. Google sets cookies on your browser or device, and then your web browser will automatically send information to Google. Google uses this information to provide us with reports that we use to better understand and measure how users interact with our Site.

 

To learn more about how Google uses data, visit Google’s Privacy Policy and Google’s page on “How Google uses data when you use our partners’ sites or apps.” You may download the Google Analytics Opt-out Browser Add-on for each web browser you use, but this does not prevent the use of other analytics tools. To learn more about Google Analytics cookies, visit Google Analytics Cookie Usage on Websites.

 

PURPOSES OF COLLECTION AND USE OF PERSONAL INFORMATION

 

We collect and use Personal Information for the following purposes:

 

As Stated or Agreed to at the Point of Collection.  We may use Personal Information for the purposes stated or agreed-to (or as is obvious) at the point of collection. For example, we use Personal Information to enroll you as a member of the Federation, to process any donations you make to the Federation, or to consider an application you may submit for a Board position. We may also use Personal Information as requested or consented to by you.

 

Administration.  We use Personal Information for administrative purposes such as managing your membership account and to understand the Site’s demographics and user preferences.

 

Events, Matches, and Tournaments. We use Personal Information to operate and manage our events, matches, and tournaments.

 

Donations.  We use Personal Information to receive and manage donations.

 

Awards, Scholarships and Grants. We use Personal Information to award scholarships, grants, and other awards to our members.

 

Disciplinary Action.  We use Personal Information in order manage our disciplinary process.

 

Site Management.  We use Personal Information for Site management, such as troubleshooting problems, improving the content and functionality of the Site, and statistical and other analyses of the Site.

 

Social Media. We use Personal Information to engage with our members, prospective members and the chess community.

 

Job Applications.  If you send us a resume or other application materials to apply to work for the Federation, we will only use those materials to evaluate your qualifications to work for the Federation or its affiliates, and to otherwise consider or respond to your inquiry. 

 

Communications.  We may use Personal Information to send you promotions, to notify you of new programs, events, or initiatives, to notify you of new features of our Site, to notify you of changes to our Terms or this Policy, and for other similar communications.

 

To Protect Our Rights.  We may use Personal Information to protect our legal rights or interests, or those of other parties, including to bring a legal action against you or anyone who may be causing harm to us, our Site, or to other users of the Site. We may also use Personal Information to seek business, financial or legal advice, and to respond to other legal requests.

 

RETENTION OF PERSONAL INFORMATION

 

We will keep Personal Information for the period necessary to fulfil the purposes described in this Policy, unless a longer retention period is permitted or required by law.

 

DISCLOSURE OF PERSONAL INFORMATION

 

We do not disclose Personal Information to any third-party originations for marketing or fundraising purposes, however we may share Personal Information for our internal business purposes. We may share Personal Information with the following categories of third parties and/or service providers:

 

Other Members; Public. We share certain Personal Information publicly on our Site, including in our annual reports, ratings lists, standing reports, top player lists, etc.

 

Employees and Affiliates.  We share Personal Information with our employees and affiliates who have a need to know the information for our business purposes.

 

Researchers: We may share certain Personal Information to academic researchers for research purposes.

 

Service Providers.  We share Personal Information with service providers that provide services for us. For example, we may share Personal Information with vendors to help us host and manage the Site; provide marketing services; prepare mailing communications and labels; improve the content and functionality of the Site; perform data analysis and statistical analysis; and troubleshoot problems with the Site.

 

Government Officials / Law Enforcement.  We will cooperate with law enforcement and other governmental agencies, and may disclose Personal Information: (i) if we believe in good faith we are legally required to disclose that Personal Information, (ii) if we are advised to disclose Personal Information by our legal counsel, or (iii) when necessary to identify, contact or bring a legal action against someone who may cause or be causing harm to, or interfering with the legal rights of, the Federation or any other party.

 

Professional Advisors.  We may share Personal Information with our professional advisors, such as our attorneys, accountants, financial advisors and business advisors, in their capacity as advisors to the Federation.

 

Change in Ownership.  In the event (a) the Federation is subject to a change of control, (b) the Site changes ownership, in whole or in part, or (c) of a bankruptcy, receivership or a similar transaction, we may provide Personal Information to the subsequent owner(s), including as part of any due diligence process.

 

Other.  We may share Personal Information with third parties and/or service providers when explicitly requested by or consented to by you, or for the purposes for which you disclosed the Personal Information to us as indicated at the time and point of the disclosure (or as was obvious at the time and point of disclosure).

 

 

 

 

USE AND DISCLOSURE OF DE-IDENTIFIED OR AGGREGATED INFORMATION

 

The Federation may collect, use, share, transfer and otherwise process de-identified and aggregated information that it receives or creates for any purposes in its sole discretion, in compliance with applicable laws. The Federation is the sole and exclusive owner of such de-identified and aggregated information, including if the Federation de-identifies Personal Information so that it no longer considered Personal Information under applicable laws.

 

CHILDREN

 

You must be 13 years or older to use our Site, register an account, and become a member. For members under the age of 13, a parent or legal guardian must manage the child’s membership account on the child’s behalf. The Federation does not knowingly collect, use, or share Personal Information from children under 13. If a parent or legal guardian learns that their child provided us with Personal Information without his or her consent, please contact us and we will make commercially reasonable attempts to delete such Personal Information.

 

SOCIAL MEDIA

 

We are active on social media, including Facebook, Instagram, Twitter, and YouTube (“Social Media”). Anything you post on Social Media is public information and will not be treated confidentially. We may post (or re-post) on the Site and our Social Media pages any comments or content that you post on our Social Media pages.  Your use of Social Media is governed by the privacy policies and terms of the providers that own and operate those websites and not by this Policy. We encourage you to review those policies and terms.

 

DATA SECURITY

 

We use commercially reasonable technical and organizational measures to help secure Personal Information against loss, misuse, and alteration appropriate to the type of Personal Information processed. If a breach of your Personal Information occurs, we will notify you of the breach if required under applicable law.

 

no data transmission over the internet or device can be guaranteed to be 100% secure. While we strive to protect Personal Information, we do not guarantee the security of Personal Information and you provide Personal Information at your own risk.

 

ACCESS FROM OUTSIDE THE UNITED STATES

 

If you access the Site from outside the United States, please be aware that Personal Information may be transferred to, stored in, and processed in the United States. Certain governmental authorities may not consider the level of protection of Personal Information in the United States to be equivalent to that required in other jurisdictions.

 

THIRD-PARTY WEBSITES

 

The Site may link to, or be linked to, websites not owned or controlled by us. We are not responsible for third-parties’ privacy policies or practices. This Policy does not apply to any third-party websites or to any data that you provide to third parties. You should read the privacy policy for each website that you visit.

 

CALIFORNIA RESIDENTS

 

Shine the Light.  Pursuant to California Civil Code Section 1798.83, if you are a California resident, you have the right to obtain: (a) a list of all third parties to whom we may have disclosed your Personal Information within the past year for direct marketing purposes, and (b) a description of the categories of Personal Information disclosed, by contacting us per the “Contact Us” Section below.

 

California’s “Do-Not-Track” Requirement. we currently do not respond to “do not track” requests.

 

 

CONTACT US

 

If you have any questions you may contact us as set forth below:

 

United States Chess Federation

PO Box 3967

Crossville, Tennessee 38557 USA

(931) 787-1234

info@uschess.org

 

 

 

PERSONS LOCATED IN THE EUROPEAN UNION AND UNITED KINGDOM

 

The purpose of this Section is to provide information and additional terms that apply regarding the Federation’s processing of personal data of persons located in the European Union (“EU”) or United Kingdom (“UK”) in accordance with the EU General Data Protection Regulation 2016/679 (“GDPR”) and the UK GDPR.  THIS SECTION ONLY APPLIES TO YOU IF YOU ARE LOCATED IN THE EU OR UK.  In the event of a conflict between this Section and the remainder of the Policy, this Section shall control for those persons located in the EU or UK.  The terms “personal data”, “processing”, and “automated decision” have the same meanings set forth under GDPR.

 

Legal Basis for Processing.   When the Federation processes your personal data, it has a legal basis for doing so as required under GDPR.  The Federation will only process your personal data if:  (i) it has received your express opt-in consent for such processing, (ii) the processing is necessary for performance of a contract, (iii) the processing is necessary for a legal obligation to which the Federation is subject, (iv) the processing is necessary to protect the vital interests of the data subject, (v) the processing is necessary for a task carried out in the public interest, or (vi) if the Federation or a third party has a legitimate interest that is not overridden by the interests or fundamental rights and freedoms of the data subject.

 

We have set out in the table below the categories of personal data collected, our purposes for processing personal data, and the corresponding legal basis for processing.

 

Category Of Personal Data

Purpose for Processing

Legal Basis for Processing

Identifiers and Contact Information (e.g., name, email address, age, gender, phone number, mailing address, and other elements that identify you individually)

 

Membership:  To register and manage your membership account.

Consent

Request Information:  To address or respond to your requests, questions or concerns; when you sign-up to receive newsletters, or other similar activities.

 

Consent

Events, Matches and Tournaments: To operate and manage our events and tournaments.

 

Consent; Performance of a Contract

Awards, Scholarships and Grants. To award scholarships, grants, and other awards to our members.

Consent

Donations: To receive and manage donations.

 

Consent

Social Media:  To engage with our members, prospective members and the chess community.

 

Legitimate Interest (marketing and communications)

Analytics, Marketing, and Communications:  To analyze and improve the Site and features of the Site and content on the Site; to provide direct marketing to you; to communicate with you about events, programs, and initiatives.

Consent; Legitimate Interest (to effectively manage our Site; marketing and communications)

Information about your chess activity (e.g. membership ID number, chess rating, chess plays, games played, wins and losses, tournament participation, sanctions or infractions)

Events, Matches, and Tournaments: To operate and manage our events, matches, and tournaments.

Performance of a Contract; Legitimate Interest (to operate and manage our events, matches, and tournaments)

Awards, Scholarships and Grants: To award scholarships, grants, and other awards to our members.

 

Consent

Disciplinary Action: To review disciplinary actions and impose sanctions for infractions

 

Legitimate Interest (to manage our disciplinary process)

Education information (e.g. SAT scores, transcripts, letters of recommendation, coursework)

Awards, Scholarships and Grants. To award scholarships, grants, and other awards to our members.

Consent

Information Automatically Collected (e.g., type of browser, operating system, search requests, website traffic information, pages viewed the date and time you visited our Site, the amount of time you used the Site, the pages you visited on the Site, any device you are using to access the Site, geographic region, and any hyperlinks you click on when using the Site)

 

Analytics and Marketing:  To analyze and improve the Site and features of the Site and content on the Site; to provide direct marketing to you about our products, services and Site.

 

Social Media:  To engage with our members, prospective members and the  chess community.

 

Site Administration:  To administer our Site (for example: troubleshooting, system maintenance and data analysis)

Consent; Legitimate Interest (to effectively manage our Site; marketing and communications)

 

 

Right to Withdraw Consent.   In the event you provide your consent for us to process your personal data, you may withdraw your consent at any time by emailing info@uschess.org to request such change at no additional cost.

 

Marketing.  The Federation does not process personal data for the purpose of marketing without first obtaining your express, opt-in consent or having a legitimate interest for doing so.  YOU HAVE THE RIGHT TO OBJECT TO THE PROCESSING OF PERSONAL DATA FOR MARKETING PURPOSES AT ANY TIME BY CONTACTING US AT info@uschess.org.

 

Special Categories of Personal Data.  “Special Categories of Personal Data” or “Special Data” is any data that reveals your racial or ethnic origin, political opinions, religious, moral or philosophical beliefs, trade union membership, political views, the processing of genetic data, biometric data for the purpose of identifying a person, and data concerning health or a person’s sex life and/or sexual orientation.  The data the Federation collects and processes does not qualify as Special Data, and the Federation does not intend to collect any Special Data from you.  Please refrain from sending us any Special Data.

 

Automated Decision Making.  The Federation does not make any automated decisions on your behalf or about you without first obtaining your express, opt-in consent.  IN THE EVENT WE SECURE YOUR CONSENT TO DO SO, YOU HAVE THE RIGHT TO OBJECT TO THE PROCESSING OF PERSONAL DATA VIA AUTOMATED DECISION MAKING AT ANY TIME BY CONTACTING US AT info@uschess.org.

 

Your Rights and Choices.   GDPR provides certain rights to individuals in relation to their personal data. Accordingly, you may have the following rights under GDPR, although some exceptions apply.  We will comply with any requests made relating to the following rights if required by applicable law.  We may require you to prove your identity before we modify, provide, delete or transfer your personal data.

 

  • Right of Access - You have the right to be informed of and request access to the personal data we process about you.  This allows you to receive a copy of the personal data we hold about you.
  • Right to Rectification - You have the right to request that we amend or update inaccurate or incomplete personal data.
  • Right to Erasure (Deletion) - Under certain circumstances, you have the right to request deletion of your personal data.
  • Right to Restrict - Under certain circumstances, you have the right to request that we temporarily or permanently stop processing all or some of your personal data.
  • Right to Object - Under certain circumstances, you have the right to object to the Federation processing personal data, such as for direct marketing purposes or when automated decision making is used.
  • Right to Data Portability - You have the right to request a copy of your personal data in electronic format and further request that we send such personal data to another party.
  • Communication Preferences and Opt-Outs - You have the right to stop receiving communications from us at any time by contacting info@uschess.org, at no additional cost.
  • Right to Lodge a Complaint - You have the right to lodge a complaint with the applicable supervisory authority.  Although you are not legally required to do so, we ask that you first contact us so we can make reasonable efforts to address your complaint.

 

If you have any questions about your privacy, your rights and choices, or how to exercise them, please contact us with your request at info@uschess.org.  We will respond to your request within a reasonable period of time.

 

Transfer to Third Parties and Countries.  Personal data that we collect or receive may be transferred to and/or processed by third parties that are located outside of the EU or UK, some of which EU and UK authorities may not consider to have an adequate level of protection for personal data. The Federation will only transfer EU and UK data subject's personal data to third-parties located outside of the EU and UK when it has ensured appropriate safeguards for such personal data through use of the standard contractual clauses (or its successor contract), binding corporate rules, or other approved methods by the EU and UK.

 

You may request a copy (which may be provided as a summary) of any such appropriate safeguards or seek inquiries regarding such safeguards by contacting us at info@uschess.org.  We will respond to your request or inquiry within a reasonable period of time.

 

 

CONTACT US

 

If you have any questions you may contact us as set forth below:

 

United States Chess Federation

PO Box 3967

Crossville, Tennessee 38557 USA

(931) 787-1234

info@uschess.org

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