Privacy Policy – Mamer Chess Club

Effective Date: 13.09.2025

Mamer Chess Club is committed to protecting the privacy of all individuals who register with us, contact us, or participate in our activities. This Privacy Policy explains how we collect, use, and protect your personal data, in accordance with the General Data Protection Regulation (GDPR).

1. Who We Are

Mamer Chess Club is a non-profit organisation based in Luxembourg, focused on chess education and tournaments for players of all ages and levels.

Email: hello@mamerchessclub.lu

Phone: (+352) 621 244 165

2. What Data We Collect

We may collect the following information through our registration and contact forms:

  • First and last name
  • Email address and phone number
  • Role (Player or Parent of a Player)
  • Birthdate, nationality, and place of birth
  • Home address (street, city, postal code, country)
  • Class preferences and notes
  • Consent confirmation

3. Purpose of Data Collection

We use the data we collect to:

  • Register players and manage class groups. As part of the licensing process, we also use your data to create and submit a signed PDF registration form to the Luxembourg Chess Federation
  • Communicate with members and parents about schedules, events, and updates
  • Organise tournaments and internal club operations
  • Maintain accurate member records
  • Ensure the safety and well-being of minors participating in the club
  • To process and confirm membership and class payments securely via our payment provider

We do not use your data for marketing purposes or share it with third parties.

4. Lawful Basis for Processing

We collect and process your data based on the following:

  • Your consent (via the checkboxes in the forms)
  • Legitimate interest (e.g. maintaining club operations)
  • Legal obligations, especially when involving minors

5. Data Retention

We retain your data only as long as necessary for club administration or as required by law. Data that is no longer needed will be securely deleted.

6. Your Rights Under GDPR

You have the right to:

  • Access your personal data
  • Correct or update incorrect data
  • Request deletion of your data
  • Withdraw consent at any time
  • Lodge a complaint with the Luxembourg National Data Protection Commission (CNPD)

To exercise your rights, please contact us at: hello@mamerchessclub.lu

7. How We Protect Your Data

We implement appropriate security measures to protect your data from unauthorised access, disclosure, or loss. Access is restricted to authorised club staff and volunteers.

8. Children’s Privacy

We collect data from children only with the consent of their parent or guardian. This data is used solely for club-related activities and never shared or sold.

9. Event Photography and Media Use

During events or activities organised by Mamer Chess Club, or in collaboration with external organisations (such as the national chess federation or other clubs), photos and videos may be taken for documentation and communication purposes. These may include images of participants during classes, training sessions, or competitions. Such images may be used by the club or event organisers on websites, social media, or other communication channels to share and promote chess-related activities. They may also be used internally for purposes such as documenting attendance or organising participants.

By registering yourself or your child for these activities, you consent to the use of such images unless you notify the club in writing in advance. All images are handled with care and used strictly for non-commercial purposes.

10. Payments and Third-Party Processors

We use SumUp as our secure payment service provider to process membership payments online. When you make a payment through our website, your payment details (such as credit or debit card number, expiration date, and security code) are processed directly by SumUp and are not stored on our servers.

The data you provide during the payment process is handled in accordance with SumUp’s own privacy policy and security standards. We only receive confirmation of your payment and basic transaction details necessary for our accounting and membership management (such as the payer’s name, transaction ID, and amount).

For more information on how SumUp processes your personal data, please refer to their Privacy Policy: https://www.sumup.com/en-us/privacy

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a new “Effective Date”.

12. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact us:

Email: hello@mamerchessclub.lu

Address: 7 Place de l’Indépendence, Bâtiment Jean Marx, 8252 Mamer