The Torbay Chess Congress
An annual congress held on the English Riviera
The Torbay Congress
Torbay Chess Congress
Torbay Chess Congress

Torbay Chess Congress Privacy Notice

The Torbay Chess Congress (refered to below as "the Congress") is an annual volunteer-run event adminstered by the Congress Organiser and Congress Secretary as detailed on our contacts page, together with members of a Committee appointed by the Congress Organiser to assist with the running of each Congress.

With effect from 25th May 2018 the General Data Protection Regulation (GDPR) is in force. For more information see the Information Commissioner's Office (ICO) Guide to the General Data Protection Regulation. This page sets out how the Torbay Chess Congress complies with the GDPR.

The outcome of our ICO self-assessment for registration is that the Congress does not need to register with the ICO.

What personal data does the Congress collect?

The data we routinely collect includes contact information of players who enter the Congress: name, address, phone numbers and email addresses. We also collect entrants' date of birth information to determine ther eligibility for junior prizes and entry fee discounts.  We collect this information directly from players when they enter the Congress.  We may also collect contact information from other individuals, with their explict consent, when we reasonably believe that they will be interested to be notified about future Congresses.

We collect the results of games played during the Congress, which may be displayed on the Congress website and/or external results websites such as the UTU Swiss Congress Results website, and are submitted to the English Chess Federation (ECF) for grading purposes. 

The moves of games played during the Congress, as recorded on results sheets by players during their games, may be submitted to our database of games and displayed on the Congress website and other websites such as the Chess Devon website.

The Congress website does not use browser cookies which can identify individual visitors.  When players enter the Congress and pay entry fees via the Congress website, we do not collect bank account or credit/debit card information.

We prefer to pay prize monies by electronic banking, and ask prize winners to give the Congress Organiser their banking sort code and account number.  Such bank account information is kept securely by the Congress Organiser on paper and only until the payment has been made; it is not stored electronically.

What is this personal data used for?

We use the contact information of entrants to previous and current Congresses to

  • notify them of forthcoming Congresses
  • solicit feedback after the running of each Congress
  • contact players in the event of queries or emergencies
  • ensure that all prize winners receive their prizes.

Information on players' results is maintained for the purpose of communicating results, tables and statistics, which are publicly visible. Information on games played during the Congress may be displayed on the Congress website for the interest and enjoyment of the chess playing community.

How is this personal data stored?

Personal contact information is stored in encrypted digital form on our website servers (https://torbaycongress.com), and is backed up on the secure servers of our website hosting company.  Temporary copies of this information may be kept on the personal computers of the Congress Organiser, Secretary and Committee Members.

Entrants' information required by the tournament directors and arbiters for the running of the Congress, including name, ECF grade and grading code, any byes requested, and any special pairing requests, will be copied to computers running the chess tournament software that we operate, and will be used to prepare wall charts showing results and pairings.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that the Congress discharges its obligations under the GDPR is the Congress Secretary.

Who has access to this personal data?

The Congress Organiser, Secretary and Committee Members have special access credentials on the Congress website which allow them to see the personal data, including contact information, which we store on the Congress website.  We will not disclose personal contact information to any third parties, including the organisers of other chess congresses.

Players' results, games, ECF grades, ECF grading code and ECF membership number are publicly visible on the website.

What is the legal basis for collecting this data?

The Congress collects personal data for which the individuals concerned have given specific consent, and which is necessary for the purposes of running a chess congress that enables players to particiapte in an internationally recognised and regulated, competitive mind sport. This data is kept in compliance with our legal obligations.

How you can check the personal data about you that we store?

You can ask what personal information about you that we store by contacting the Congress Secretary, who is required to provide this to you within one month.

Historical game information, results, statistics and tables are on the publicly-accessible parts of the Congress website.

Does the Congress collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.

Can you have your personal data removed or corrected?

We will delete or update any individual's contact details if requested to do so by the individual.  Such requests should be directed to the Congress Secetary.

How long do we keep personal data for, and why?

We normally keep entrants' personal data for several years in order to keep them informed of future Congresses.  We will periodically delete information which we consider too old to be useful.

Historical game information, results, statistics and tables may be kept in perpetuity and cannot be removed on request.

What happens if an individual dies?

If we are notified of the death of an individual by next-of-kin, we will remove any contact information that we store for that individual.

A Game from Round 5 of the 2018 Open
[Event "Torbay Open"] [Site "Torquay"] [Date "2018.11.11"] [Round "5"] [White "De Coverly, Roger D"] [Black "Byez"] [Result "1-0"] [ECO "A00"] [PlyCount "0"] [EventDate "2018.11.09"] [SourceVersionDate "2018.11.12"] 1-0 [Event "Major"] [Site ""] [Date "2018.11.12"] [Round "5"] [White "Bill Ingham"] [Black "James Fewkes"] [Result "1/2-1/2"] [ECO "D12"] [WhiteElo "0"] [BlackElo "0"] [Annotator ""] [Source ""] [Remark ""] 1.d4 d5 2.Nf3 Nf6 3.e3 Bf5 4.c4 c6 5.cxd5 Nxd5 6.Bd3 Bxd3 7.Qxd3 e6 8.O-O Nd7 9.a3 Be7 10.Nc3 Nxc3 11.bxc3 O-O 12.a4 Qa5 13.Ba3 Bxa3 14.Rxa3 b5 15.Rfa1 b4 16.cxb4 Qxb4 17.Qc3 Rab8 18.g3 Rfc8 19.Qxb4 Rxb4 20.Rc3 g6 21.Ne1 Nb6 22.a5 Nd5 23.Rc5 Rb5 24.Rac1 Rxc5 25.Rxc5 Nb4 26.Nf3 Rb8 27.Kf1 Rb5 28.Ke2 Rxc5 29.dxc5 Na6 30.Ne5 Nxc5 31.a6 Nxa6 32.Nxc6 Nc7 33.Nxa7 h5 34.e4 e5 35.Nc6 f6 1/2-1/2 [Event "Major"] [Site ""] [Date "2018.11.12"] [Round "5"] [White "Phil Foley"] [Black "Arthur Hibbitt"] [Result "1-0"] [ECO "B34"] [WhiteElo "0"] [BlackElo "0"] [Annotator ""] [Source ""] [Remark ""] 1.e4 c5 2.Nf3 g6 3.d4 cxd4 4.Nxd4 Nc6 5.Nc3 Bg7 6.Be3 Nf6 7.f4 Ng4 8.Qxg4 Nxd4 9.Qd1 Qb6 10.Bxd4 Qxd4 11.Qxd4 Bxd4 12.Nd5 Kd8 13.O-O-O Bc5 14.Bc4 e6 15.Nf6 Be3+ 16.Kb1 Bxf4 17.Bb5 d6 18.g3 Be5 19.Ng4 Ke7 20.Rhf1 a6 21.Bc4 b5 22.Be2 Bg7 23.Rd3 f5 24.exf5 gxf5 25.Bf3 Ra7 26.Ne3 Rf8 27.Rfd1 Be5 28.c4 Bb7 29.Bxb7 Rxb7 30.Rb3 Kd7 31.Nc2 f4 32.Rf1 Rbb8 33.gxf4 Bxf4 34.Rbf3 Bh6 35.cxb5 axb5 36.Nd4 b4 37.Rf7+ Ke8 38.Rxf8+ Bxf8 39.Nxe6 Ke7 40.Nxf8 Rxf8 41.Rxf8 Kxf8 42.Kc2 Ke7 43.Kb3 Ke6 44.Kxb4 Kd5 45.Kc3 Ke4 46.Kd2 Kd4 47.b3 Kc5 48.Kc3 d5 49.b4+ Kb5 50.a3 Kb6 51.a4 Kc6 52.Kd4 1-0 [Event "Major"] [Site ""] [Date "2018.11.12"] [Round "5"] [White "Andrew Di-Vetta"] [Black "Peter Manning"] [Result "1-0"] [ECO "A10"] [WhiteElo "0"] [BlackElo "0"] [Annotator ""] [Source ""] [Remark ""] 1.c4 f5 2.f4 Nf6 3.Nf3 e6 4.b3 b6 5.Bb2 Bb7 6.Nc3 Bb4 7.d3 O-O 8.a3 Be7 9.Qd2 Qe8 10.Rg1 d5 11.Ne5 Nbd7 12.Nb5 Bd8 13.O-O-O a6 14.Nd4 c5 15.Ndf3 d4 16.h3 Bc7 17.e3 Nxe5 18.Nxe5 Rd8 19.exd4 cxd4 20.g4 Qe7 21.gxf5 exf5 22.Re1 Qd6 23.Bg2 Bxg2 24.Qxg2 Ne8 25.Kb1 Qh6 26.Nc6 Rd6 27.Nxd4 Rg6 28.Qd5+ Kh8 29.Ne6 Rg8 30.Ng5 Rf6 31.Nf7+ Rxf7 32.Qxf7 Qc6 33.Re6 Bd6 34.Rge1 Nc7 35.Bxg7+ Rxg7 36.Re8+ Nxe8 37.Rxe8+ Qxe8 38.Qxe8+ Rg8 39.Qe6 Bxf4 40.Qxf5 Bh6 41.Qf6+ Bg7 42.Qxb6 Rf8 43.b4 1-0 [Event "2018 Torbay Congress Foundation"] [Site "Livermead House Hotel"] [Date "2018.11.11"] [Round "5"] [White "Callingham, Harry"] [Black "Naldrett, George"] [Result "1-0"] [WhiteElo "119"] [BlackElo "119"] [ECO "B12"] 1.e4 c6 2.d4 d5 3.e5 Bf5 4.Nf3 h6 5.b3 e6 6.Be2 Bb4+ 7.c3 Bxb1 8.cxb4 Bh7 9.O-O Ne7 10.Qd2 O-O 11.b5 cxb5 12.Bxb5 a6 13.Be2 Nbc6 14.Ba3 Re8 15.Rac1 Rc8 16.Kh1 Qd7 17.Qf4 Bf5 18.h4 Ng6 19.Qe3 Qd8 20.h5 Nh4 21.Bc5 Be4 22.Rg1 Nxf3 23.gxf3 Bf5 24.Kg2 Qg5+ 25.Qxg5 hxg5 26.Kh2 f6 27.f4 g4 28.Kg3 Kh7 29.Bxg4 Bxg4 30.Kxg4 Ne7 31.Bxe7 Rxc1 32.Rxc1 Rxe7 33.Rc8 fxe5 34.fxe5 g6 35.f3 gxh5+ 36.Kxh5 Kg7 37.b4 Kh7 38.a4 Kg7 39.b5 axb5 40.axb5 Kh7 41.b6 Kg7 42.Kg5 Kf7 43.Rc7 Ke8 44. Rxe7+ Kxe7 45.f4 Kf7 46.f5 exf5 47.Kxf5 Ke7 48.e6 Kd6 49.Kf6 Kc6 50.e7 Kd7 51. Kf7 1-0 [Event "2018 Torbay Congress Foundation R5"] [Site "Livermead House Hotel"] [Date "2018.11.11"] [Round "5"] [White "Hillman, Graham"] [Black "Fraser, Alan"] [Result "1-0"] [WhiteElo "114"] [BlackElo "114"] [ECO "C60"] 1.e4 e5 2.Nf3 Nc6 3.Bb5 Bd6 4.c3 Nf6 5.d3 O-O 6.Bg5 Qe7 7.Nbd2 Nd8 8.Bc4 c6 9. Qe2 Bc7 10.O-O d6 11.d4 b5 12.Bb3 Bb7 13.Rfe1 Ne6 14.Bxe6 Qxe6 15.Rad1 h6 16. Bh4 Bd8 17.Bg3 Bc7 18.Nb3 Nd7 19.h3 Rfe8 20.Qd3 f6 21.d5 Qf7 22.Nh4 Bb6 23.dxc6 Bxc6 24.Qxd6 Rac8 25.Nf5 Re6 26.Qb4 a5 27.Nxa5 Bc5 28.Qb3 Qe8 29.Nxc6 Rxc6 30. Qxb5 Rc7 31.Qb3 Kh7 32.Qc2 Nb6 33.Kh2 Nc4 34.Rd3 Qb8 35.b3 Nd6 36.Nxd6 Bxd6 37. Red1 Qb6 38.c4 Bc5 39.Rd5 Bd4 40.f4 Rce7 41.f5 Rc6 42.Be1 Qa7 43.Bb4 Rb7 44.a3 Qb8 45.Qe2 Qe8 46.h4 g5 47.h5 Rg7 48.g4 Rb7 49.Qc2 Qb8 50.Kg2 Kg7 51.Rd3 Kf7 52.Bd2 Qa7 53.b4 Ra6 54.Qb3 Rc7 55.b5 Rb6 56.c5 1-0 [Event "2018 Torbay Congress Foundation R5"] [Site "Livermead House Hotel"] [Date "2018.11.11"] [Round "5"] [White "Fraser, Chris"] [Black "Walsh, Shaun"] [Result "1-0"] [WhiteElo "119"] [BlackElo "119"]