Privacy notice
How the club handles personal information — who is responsible, what is held, and how to ask for it to be removed.
If you want a photograph of your child taken off this website
Ask, and it will be removed. You do not have to give a reason. Speak to Graham at a session, call 07913 988386, or use the contact page.
If it is urgent, say so — it will be taken down the same day wherever that is possible. In every case it will be removed within five working days.
There is more detail in §6, but that is the whole of it, and you do not need to read the rest of this page first.
§1 Who is responsible
Ferndown Junior Chess is a small, free chess club for children, run by volunteers on Saturday mornings at Ferndown Library. It is not a company, a charity or a registered association. It has no committee and no bank account.
So the person responsible for the personal information described on this page is Graham Morris, who runs the club, in his own name. In data-protection language he is the data controller.
You can reach him:
- by talking to him at a session — he is there every Saturday;
- by phone on 07913 988386;
- by email — the address is on the contact page.
The Code Abides Limited built and looks after this website on Graham’s instructions. It is a data processor: it acts on what he asks for and does not decide what the club publishes about any child. There is a written agreement between them covering exactly that.
§2 What information is held, and why
There is not very much, and it falls into two groups: information about children who come to the club, and information about their parents and guardians.
| What | Why it is held | The basis for holding it | How long |
|---|---|---|---|
| A child’s first name, on the website | To say who won a prize, or who played a game the site is showing | Your permission, which you can take back at any time | See §5 |
| Photographs of a child, on the website | To show what the club does, so parents can see it and new families can find us | Your permission, which you can take back at any time | See §5 |
| Your phone number | So the club can reach you quickly if something happens at a session | Necessary so the club can contact you about your own child — a legitimate interest | While your child comes to the club |
| Your email address | To let you know when something new goes on the website | Necessary for keeping you informed about your own child’s club — a legitimate interest | While your child comes to the club |
Your child’s date of birth never goes on the website, whatever you have given permission for. Neither do surnames, addresses or schools.
The paper form
The club also asks you to fill in a short paper form, which is where you give or withhold permission. It collects a few details about you as well, so the club knows who gave permission.
None of that is on this website, and it is not in any system this website uses. Graham keeps those forms himself. The form explains what it collects, what each part is for, and how long it is kept — that is on the form, in front of you, at the point you fill it in.
About the emails
The emails are to tell you what is happening at your own child’s club — for example, that a new post has gone up. That is all they are for.
They are not advertising, and the club does not use your address to promote itself or pass it to anybody else.
An email telling you something has been published is not a request for permission. The permission is the tick on the form, given beforehand. If you have not ticked a box, the answer is already no, and no email changes that. Not replying to one of these emails never counts as agreeing to anything.
§3 Photographs of children
Nothing about your child goes on this website unless you have said it can.
There is a short paper form. It asks two separate questions, and you can answer them independently:
- whether photographs of your child may appear on the website;
- whether your child’s first name may appear on the website.
You can say yes to one, both or neither. Some parents are happy with a photograph but not a name, and that is an ordinary thing to ask for.
What the club does
- Only first names are ever published — never a surname, an address, a birthday or a school.
- Photographs are not used in advertising and are not given to anybody else.
- Before a photograph goes on the website, the hidden information that cameras add to image files — including any record of where and when the picture was taken — is stripped out, and the published file is then checked to confirm it has gone.
- If a group photograph includes a child whose parent has not given permission, the photograph is not published at all. The club does not publish it and crop, or publish it and hope.
Changing your mind
You can change your mind at any time, about either question, and you do not have to give a reason. See §6.
§4 Who else handles it
The website is deliberately plain. It sets no cookies, uses no analytics, and has no tracking of any kind — there is nothing on this site that follows you around, and that is why you have never been shown a cookie banner on it. Nothing on the site loads anything from another company’s servers.
Four organisations are involved in it at all:
| Who | What they do | Where | If that is outside the UK |
|---|---|---|---|
| Graham Morris | Runs the club. Decides what is published, and keeps the paper consent forms | United Kingdom | — |
| The Code Abides Limited | Builds and looks after the website, on Graham’s instructions | United Kingdom | — |
| Microsoft (Azure) | Hosts the website, and stores the published photographs | Netherlands | Inside the European Economic Area, which UK law treats as offering equivalent protection |
| GitHub (part of Microsoft) | Holds the website’s text in a private store that only the club’s supplier can open. Children’s first names appear in that text. No photographs are held there | United States | GitHub is certified under the UK Extension to the EU–US Data Privacy Framework, which the UK recognises as providing adequate protection, with standard contractual clauses as a documented fallback |
The photographs are kept separately from the website’s text, in the Netherlands, specifically so that deleting one genuinely deletes it.
§5 How long it is kept
News posts, and the photographs in them, are taken off this website 16 weeks after they are published — about four months. The photographs are deleted at the same time, not merely taken off the page.
The 16 weeks is not a technicality — it is there so that a photograph of your child does not sit on the internet indefinitely, and so that saying yes to a photograph is not the same as saying yes for ever.
§6 Your rights
The one most people want
If you want a photograph or your child’s name taken off this website, ask. It will be removed, and you do not have to give a reason. Speak to Graham at a session, call 07913 988386, or use the contact page.
If it is urgent, say so — it will be taken down the same day wherever that is possible. In every case it will be removed within five working days.
What the club can and cannot promise
Taking something off this website is entirely within the club’s control, and it is a genuine deletion rather than hiding it from the page.
What the club cannot control is a copy something else has already taken. Search engines keep copies of pages for a while after they change, and the Internet Archive keeps copies of many websites. If that has happened, the club will ask them to remove it as well, and will tell you what has been asked and what the answer was. It cannot promise they will agree, and no website can.
Saying that plainly is deliberate. A promise to erase every copy everywhere would be an easier sentence to read and it would not be true.
Your other rights
You can also ask to:
- see what information is held about you or your child;
- have it corrected if it is wrong;
- have it deleted;
- object to it being held, or ask that its use be restricted;
- take back any permission you have given, at any time.
Ask by any of the routes above. The law allows up to one month to answer a request of this kind. The club aims to be much quicker than that, and for taking a photograph down it commits to the five working days above.
If you are not happy with how it is handled
You can complain to the Information Commissioner’s Office, the UK’s independent authority for data protection, at ico.org.uk/make-a-complaint. You do not have to raise it with the club first, although it is usually quicker if you do.
If your concern is about a child’s safety rather than about information, the safeguarding page sets out routes that do not go through Graham.
§7 Where this site is published
This website is hosted by Microsoft, in its West Europe data centres in the Netherlands. The published photographs are stored in the same region.
The website’s text — which includes children’s first names — is kept in a private store run by GitHub in the United States, so that changes to the site can be tracked and undone. It is not public, and it holds no photographs. §4 sets out the basis for that.
The club’s own web address still shows the club’s previous website, which this one is replacing. Until that changeover happens, the rebuilt site is reachable at a temporary address given to it by the hosting service: polite-ground-0a2925403.7.azurestaticapps.net. It is the same site at a second address, and everything on this page applies to it.
This notice will be updated when the club’s website moves to its own address. The date at the top is the date it last changed.