Basingstoke Chess Club

Policy Notice

Basingstoke Chess Club is committed to providing a welcoming, safe and inclusive environment where people of all ages can enjoy chess.

This notice explains how the Club handles some of the practical matters involved in running Club activities.

1. Registration & Personal Information

When joining or registering for Club activities, we may collect information needed to manage membership, attendance, competitions, communication and safeguarding.

We will use this information only for legitimate Club purposes and will take reasonable steps to keep it secure.

Parents/guardians are responsible for ensuring that information relating to junior members, including emergency contact details, is kept up to date.

2. Photography & Video

Photography and video may be taken during Club sessions, tournaments and events to record and promote the activities of Basingstoke Chess Club.

The Club will seek appropriate permission before publishing identifiable images of children and young people.

Permission to use an image does not automatically mean permission to publish the person’s name alongside it. Where appropriate, these permissions will be considered separately.

If you have a concern about a photograph, video or published name, please contact the Club.

3. Safeguarding

The safety and wellbeing of children and young people is a priority.

The Club will follow appropriate safeguarding requirements and procedures for its activities.

Parents and guardians remain responsible for their children outside the Club’s agreed supervision arrangements.

Any safeguarding concern should be raised promptly with the Club’s designated safeguarding contact.

4. Communication

The Club may use email, its website and social media to communicate information about sessions, competitions, events, changes, achievements and other Club activities.

For junior members, communication relating to Club participation will normally be through the parent or guardian where appropriate.

5. Payments & Attendance

Club membership, session and event fees will be communicated clearly.

The Club may keep payment and attendance records for administrative purposes.

Specific arrangements for tournaments or other events, including cancellations or refunds, will be communicated separately where applicable.

6. Respect & Responsibility

Everyone involved with the Club is expected to contribute to a respectful and welcoming environment.

The Basingstoke Chess Club Code of Conduct sets out the expected standards of behaviour for members, parents, volunteers, coaches and visitors.

7. Questions or Concerns

If you have a question or concern about any of the matters covered by this notice, please contact:

Basingstoke Chess Club
chessclubbasingstoke@gmail.com

This Policy Notice should be read together with the Basingstoke Chess Club Code of Conduct and any specific Club procedures that apply to particular activities.