Privacy Policy

Introduction

• Belgian Military Chess Club vzw protects privacy and personal data as much as possible.
• In all cases, the non-profit organisation complies with the applicable laws and regulations, including the General Data Protection Regulation (also known as GDPR, Regulation EU 2016/679).
• This means:
  • Personal data will be processed in accordance with the purpose for which it was provided. These purposes and types of personal data are described in the privacy policy.
  • Only those data that are necessary for the mentioned purposes will be kept.
  • Appropriate technical and organisational measures ensure the security of personal data.
  • Personal data will only be passed on to other parties if this is necessary for the execution of the purposes for which they were provided.
• The privacy policy applies to all the current and past members (permanent and joined), participants in activities and persons who show or have shown interest in our activities.

Why do we process personal data?

• Personal data will be processed for the following purposes and legal grounds:
  • Keeping membership records
  • Sending information about activities, newsletters and invitations
  • Organizing activities
  • Participating in competitions and tournaments
  • Organizing non-sports related events
  • Promotion, PR and communication including
    • Managing social media by publishing atmospheric photos
    • Managing social media by means of targeted photos (with permission)
  • Managing the website of the non-profit organisation

What personal data do we process?

• Personal data of all members affiliated with the non-profit organisation and of non-members who participate in activities organised by and for the non-profit organisation are processed.
• The following personal data may be requested, stored, collected and processed for the above purposes (see 'why do we process personal data?'):
  • Identification data: surname, first name, Belgian matriculation number, Fide matriculation number
  • Private contact information: phone number(s), email, address, IP address
  • Personal characteristics: gender, date of birth, place of birth, nationality
  • Financial details (e.g. payments, account number, etc.)
  • Visual material: photos, videos, recordings, etc.
• Only personal data that you provide in various ways (including registration forms, personal/telephone/e-mail contact, etc.) are collected.

Provision of personal data to third-party processors

• The personal data given to the non-profit organization can be provided to third parties if this is necessary for the implementation of the purposes described above.
• Personal data is not passed on to processors (external service providers) other than those with whom a processing agreement exists (via contract or adapted terms of use).
• The necessary agreements to ensure the security of personal data are also made with these parties.

Disclosure of personal data to third-party recipients

• Personal data can be shared with and at the request of the following (external) parties:
  • Chess Federations
  • Subsidising authorities
  • Partners with whom activities are organized together
    (list of participants is exchanged between multiple organizers)
• The necessary agreements are made with these parties (third-party recipients) to guarantee the security of personal data and to ensure that personal data is treated confidentially.
• Furthermore, the personal data provided will not be passed on to third parties (unless this is legally required and/or permitted, such as in the context of a police or judicial investigation).
• At no time will personal data be sold or rented to third parties. Contact details are never passed on to third parties for commercial purposes.
• Personal data can also be shared with third parties if permission has been given. This consent can be withdrawn at any time, without affecting the lawfulness of the processing before its withdrawal.

Retention period

• The non-profit organisation deletes personal data of members if they are no longer needed for registration purposes and the deletion does not contradict the legal retention periods and/or other regulations.
• As a general rule, the non-profit organisation keeps personal data in any form for a maximum of ten years after the last use. If the death of a person is reported to the non-profit organisation, all personal data will be deleted.
• The non-profit organisation maintains an archive in order to preserve valuable historical information about the non-profit organisation insofar as this is required by law, such as tournament data.

Security of personal data

• The non-profit organisation has taken the following appropriate technical and organisational measures to protect personal data against unlawful processing:
  • All persons who may have access to personal data on behalf of the non-profit organisation are obliged to maintain confidentiality.
  • A username and password policy is applied to all systems of the non-profit organisation.
  • Pseudonymisation and encryption of personal data will be provided if there is reason to do so.
  • A virus scanner is used that is systematically and timely updated or a 'firewall' is installed.
  • Systematic backups of the personal data are made in order to be able to restore them in the event of physical or technical incidents.
  • These measures are tested and evaluated at regular intervals, and adjusted if necessary.
  • Employees are informed (and trained) about the importance of protecting personal data. They follow a number of clear guidelines and are trained on a regular basis and made aware of their responsibility.
  • These employees will be granted access to personal data to the extent that they need that information to perform their duties properly.

Rights regarding personal data

• Every natural person has the right to the protection of fundamental rights and freedoms, in particular the protection of privacy, with regard to the processing of personal data.

Right of access, portability and rectification

• The accuracy of personal data is important to the non-profit organisation. As the owner of your personal data, you have the right to revoke your consent, to make changes (or have them made) or to inspect your personal data registered within the non-profit organisation.
• You have the right to inspect and correct or delete the personal data that the non-profit organisation has received from you, with all possible consequences associated with this. Visual inspection of an official document can always be done by appointment. To do so, please contact the board members.
• You also have the right to have the personal data you provide transferred by the non-profit organisation to yourself or on your behalf, directly to another party. The non-profit organization may ask you to identify yourself before responding to the aforementioned requests.

Right to erasure of your personal data

• Everyone has the right to have incomplete, incorrect, inappropriate and/or outdated personal data deleted or amended. To do so, please contact the board members.
• The non-profit organisation always reserves the right to determine whether a request is justified. In addition, please note that, depending on the request, the non-profit organisation will no longer be able to offer some services. For example, the non-profit organisation needs to be able to process and use certain personal data to participate in competitions, tournaments, championships and other organisations. In addition, the non-profit organization must adhere to certain legal retention periods, which means that a request for deletion cannot always be granted.
• In order to keep personal data up to date, the non-profit organization requests to report any changes, such as new contact details.

Complaints

• In case of complaints or comments in the context of the processing of personal data and the application of the GDPR, the non-profit organization requests to contact the board members.
• A complaint can also be submitted to the Data Protection Authority (DPA). The DPA is the former Privacy Commission, the supervisory authority in Belgium in the field of privacy protection. The DPA can be contacted at Drukpersstraat 35, 1000 Brussels and more information can be found on the website www.gegevensbeschermingsautoriteit.be.

Disclaimer

• This disclaimer applies to the website www.militarychess.be ("Website"), managed by Belgian Military Chess Club vzw ("we" or "our").
• The information on this website is for general information purposes only. The owner of this website, Belgian Military Chess Club vzw, strives to provide up-to-date and accurate information, but makes no warranty or representations of any kind as to the correctness, completeness or suitability of the information on this website.
• Any use of the information on this website is at your own risk. Belgian Military Chess Club vzw is not liable for any damage or loss resulting from the use of this website.
• This website may contain links to external websites that are not under the control of Belgian Military Chess Club vzw. We are not responsible for the content of such external websites and provide these links solely as a convenience to our users.

Cookie Policy

Introduction

• This cookie policy applies to the website www.militarychess.be ("Website"), managed by Belgian Military Chess Club vzw ("we", "us" or "our").
• This policy explains what cookies are, how we use them on the website and the choices you have in relation to these cookies.

What are cookies?

• Cookies are small text files that are stored on your device when you visit our website.
• They serve a variety of purposes, including improving your browsing experience and collecting information about your online activities.

What cookies do we use?

• Essential cookies:
  • These cookies are necessary for the website to function properly.
  • They allow you to navigate through the website and use its basic features.
• Analytical cookies:
  • Our website does not collect any information about how visitors use our website.
  • Our website does not use analytical cookies.
• Marketing cookies:
  • Our website does not display advertisements.
  • Our website does not use marketing cookies.

Cookie management

• You have the right to control which cookies are stored on your device.
• You can manage or delete cookies at any time through the settings of your web browser.
• Please note that disabling certain cookies may affect the functionality of the website.

Learn more

• For more information on how we process personal data and your privacy rights, please refer to our Privacy Policy.

Changes

• The non-profit organisation reserves the right to change the privacy policy, the dislaimer and the cookie policy at any time.
• The last change was made on June 20th 2024.

Decision

• As a non-profit organisation, Belgian Military Chess Club vzw is responsible for the processing of personal data. If, after reading the privacy policy, or in general, you have any questions about this or wish to contact the non-profit organisation, you can do so via the following contact details:

Belgian Military Chess Club vzw
Dorpsstraat 64, 3940 HECHTEL-EKSEL
info@militarychess.be