ChessPrivacy Policy
In short: Chess Bureau helps chess clubs run attendance, ratings and tournaments. Clubs enter information about their members, including children. We only use it to run the service for that club. We do not sell it, show ads, or share it for marketing.
Who is responsible for what
Each club that uses Chess Bureau decides what information about its members it collects and why, and is responsible for having the consent it needs, including parental or guardian consent for children. Chess Bureau ("we") provides the software and stores the information on the club's behalf, and is responsible for keeping it secure and using it only to provide the service.
What we collect
| Who | Information |
|---|---|
| People with an account | Email address, name, and (if you sign in with Google) the name and email address Google shares with us. Passwords are stored only in hashed form by our authentication provider. We never receive your Google password. |
| Club members (entered by the club) | Names, birth date or year, phone and email, parent or guardian name and contact details, notes made by club staff, status (active, inactive), attendance, chess ratings and tournament results. |
| Everyone using the site | Basic technical data our hosts see when you load a page (such as IP address and browser type), and a small amount of data stored in your browser (your sign-in session, and which club you last used). |
How we use it
- To sign you in and show you the clubs you belong to.
- To let club owners, administrators and directors take attendance, run tournaments and calculate ratings.
- To let a parent or guardian see information about their own children where the club has linked them.
- To keep the service secure, fix problems and, with the club's knowledge, provide support. Support access by our team is logged and expires automatically.
Club members' contact details and children's full names are visible only to people the club has given a role (owner, administrator, director) and to a parent or guardian for their own child. Other members of a club see the ladder with a child's last name shortened to an initial.
Who we share it with
We do not sell personal information. We use these service providers to run Chess Bureau, and they may process information on our behalf:
- Supabase hosts the database and sign-in. Our database is located in Canada (Montreal region, ca-central-1).
- Cloudflare hosts and delivers the website.
- Google provides "Continue with Google" sign-in (only if you choose it) and the fonts used on our pages.
These providers may be located or operate outside Canada, so information may be handled in other countries and be subject to their laws. We may also disclose information where the law requires it.
Children
Chess Bureau is used by clubs that include children. Children do not create accounts on their own. Information about a child is entered by the club, and a parent or guardian may be linked to the child by the club. If you are a parent or guardian and want to see, correct or delete your child's information, contact the club first; you can also contact us at the address below.
How long we keep it
We keep information for as long as the club uses Chess Bureau, so that attendance and rating history is not lost. Clubs can mark members inactive. When a club closes its account, or on a valid request, we delete or anonymize the related information, except where we must keep it by law.
Your rights
You can ask to see the personal information we hold about you, to have it corrected, or to have it deleted, and you can withdraw consent where it was the basis for collecting it. Because most information is entered and controlled by clubs, we may need to coordinate with the club. We will respond within a reasonable time, normally within 30 days. This policy is intended to meet the requirements of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia's Personal Information Protection Act (PIPA).
Security
Information is encrypted in transit. Access to each club's data is restricted by database rules so that people see only the clubs they belong to. New accounts are limited to invited people during the closed beta. No system is perfectly secure; if we learn of a breach that creates a real risk of significant harm, we will notify the affected clubs and the appropriate authorities as the law requires.
Cookies and similar storage
We use browser storage only to keep you signed in and to remember your chosen club and display settings. We do not use advertising or analytics trackers.
Changes
If we make an important change to this policy, we will update the date above and, where appropriate, tell club owners.
Contact
Questions or requests about privacy: chessentric@gmail.com. You may also contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.