Conditions of entry 2018

What do the British Championships ask for and why?

Surname To allow us to identify the player
Forename To allow us to identify the player
Title To allow people who want to be known by any honorifics to be correctly addressed (e.g. Dr.)
Address To allow us to identify whether or not players are British resident, and thus eligible for “British” prizes.
Telephone To allow us to contact you in case of emergency or problem with your entry
Email To allow us to contact you in case of emergency or problem with your entry
Club To allow us to identify whether or not players are British resident, and thus eligible for “British” prizes.
Date of Birth To allow us to assign players to correct age groups, or whether or not players are eligible for age-specific prizes. It is a FIDE requirement for FIDE-rated events that we report dates of birth.
Gender To allow us to identify whether or not players are eligible for gender-specific prizes (e.g. Boys prizes, Girls prizes).
ECF Membership Number To allow us to verify your membership number, and thus decide whether or not you are eligible to compete in the British Championships
FIDE rating / ECF grade / Other grade and source To allow us to verify whether or not a player is eligible to compete in a particular section (e.g. a rating-restricted section), particularly for players who are outside England.
Nationality To allow us to decide whether or not you are eligible to compete in the British Championships
Federation It is a FIDE requirement for FIDE-rated events that we report the player’s Federation.

What information will be held by the English Chess Federation?

The British Championships are organised by the English Chess Federation (ECF). As a result, all of the information you supply to the ECF will be held by them, although differing information will be used in differing circumstances.

Grading of Results

All tournaments will be graded by the ECF. The following information from the table above is required to be sent to the ECF grading system:

  • First Name
  • Surname
  • Date of Birth
  • ECF Grading Reference
  • Gender
  • Club
  • The results of all games played (including date of the game, the name of each player, the colour played)

In January and July, the ECF will provide new grading lists, which appear at www.ecfgrading.org.uk/

This website will display the following information in public:

  • First Name
  • Surname
  • ECF Grading Reference
  • Age at 01/09 of the year in which the grading list is published
  • Age at 01/01 of the year in which the grading list is published
  • Gender
  • School/Club where you play chess, or the geographic area where you play chess
  • The results of all games played (including date of the game, the name of each player, the colour played)
  • The player’s grade
  • Their results in ECF-graded tournaments
  • If a player has played for a long time, historic information about their grade

This information is made public because it is of legitimate interest. Many tournaments in England are restricted to players of a particular grade, a particular region (e.g. county), a particular age, or a particular gender. Organisers need to be able to identify the players to ensure that eligible players are playing in their tournaments, and the grading list does this.

In addition to this, people assigned to submit these results to the ECF have private access to a masterlist of players. The full date of birth is available to these graders, which are held in private. The ECF’s Grading Administrator will also have full access to all submitted information.

The player will be assigned a grading reference, which will appear on the ECF grading website, as a result of playing in a ECF-graded event.

The following recommendations are made if you have concerns:

  • Visit ecfgrading.org.uk in advance to ensure you are happy with the display of information there. You can try searching for “Holowczak”.
  • Contact the ECF Data Controller if you have any remaining concerns that are not answered by this document.

Membership

Different British Championship tournaments require different levels of membership, depending on both the event and your Federation. This is explained in more detail on the entry form. This membership expires on 31st August, 2018.

A list of current members can be downloaded from the ECF website at http://www.englishchess.org.uk/membership/Membership.xls

This list will display the following information:

  • Title (e.g. Miss/Mr, which will disclose the member’s gender)
  • First Name
  • Last Name
  • Membership Number
  • ECF Grading Reference
  • The level and expiry date of the membership
  • Club, if you inform us that you have one

This information is public to help us to identify players and to enable organisers to know what level of membership players have when entering their events. They are required to pay charges to the ECF depending on the type of event they are organising and the level of membership the players who have entered have. This information being public allows organisers to see this and pass on any of these charges as they deem appropriate.

In addition, ECF office staff will have access to the full data that is submitted.

The following is recommended if you have concerns:

  • Satisfy yourself with the public display of membership information at the following link: http://www.englishchess.org.uk/membership/Membership.xls
  • Phone the ECF at 01424775222 to sign your child up as a Silver member of the ECF directly, without going through this process of passing on information. You can then speak to the ECF directly about the data they will hold and the data that they will publish on the public membership list.

Who is responsible for processing this information?

The data controller responsible for this information is Gary Willson of the English Chess Federation, who can be contacted at: gary.willson@englishchess.org.uk

What information will the ECF pass on to FIDE?

Where a tournament is FIDE-rated, the ECF is required to send the following information to FIDE, all of which is shown on the public rating list except where specified otherwise below:

  • Forename
  • Surname
  • Federation
  • FIDE ID (if you are English, the ECF will create one for you if you do not have one)
  • Date of Birth (only the Year of Birth is made public)
  • Gender
  • The results of all games played (including date of the game, the name of each player, the colour played)
  • The moves of all games played, except for games which are neither recorded on live boards nor recorded on scoresheets (note: this is only required for the title norm tournaments, but the ECF intends to do this for all games captured)

The ECF’s International Rating Officer will also have access to this when processing the rating files, and this will include the date of birth in full.

What information will be shown on the British Championships website?

In advance of the Championships, the ECF will update periodically a list of all the entries received so far. This will show:

  • Forename
  • Surname
  • Federation
  • Club
  • ECF Grading Reference
  • FIDE ID
  • Any ECF grades, FIDE ratings, or other national ratings that the player might hold
  • The tournament that the player has entered

During the Championships, the ECF will publish pairings and results of all tournaments on Chess-Results.com, which will then be linked to from the British Championships website. This website will show the following information for each tournament they have entered:

  • Forename
  • Surname
  • Federation
  • Club
  • ECF Grading Reference
  • FIDE ID
  • The grade or rating being used for pairing purposes in that tournament
  • The results of all games played (including date of the game, the name of each player, the colour played)
  • The moves of all games played, except for games which are neither recorded on live boards nor recorded on scoresheets

In addition, during the Championships, the ECF will publish the moves of games as they are being played on liveboards. The Championship games will always be broadcast, but the choice of tournament at other times may vary on a day-by-day basis.

Photographs & video

The ECF will take a number of photographs and videos during the Championships. These will include the following:

  • General photographs of the playing area
  • Photographs of individual players, who will be identified, when they are playing their games
  • Photographs of individual prizewinners, who will be identified

These photographs and videos will potentially appear in one or more of the following places:

  • The British Championships website
  • The ECF’s social media accounts
  • Local or national newspapers and their websites

The ECF is of the opinion that it has a legitimate interest to publish these photographs for the benefit of helping to publicise a National Championship.

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