Those involved in running the Bury St Edmunds Chess Congress take your privacy seriously, and will use your personal information only for activities related to this event. This policy explains what personal information we collect, how we use that information and who it may be shared with. The latest version of this policy can be found online at:

This policy was last reviewed on: 03 July 2019

If you have any questions about how your data is processed, please contact the congress secretary.

What information do we collect about you?

To help us administer and publicise the tournament, we collect, store and process a range of relevant data.

  • Name
  • Chess Title (e.g. GM, IM, WGM, WIM, FM, WFM)
  • Date of Birth
  • Contact Details
    • Email Address
    • Phone Number(s)
    • Postal Address (where necessary)
  • Bank Details (see below)
  • Photographs (see below)
  • Marketing Preferences
  • Chess Club / School / Location
  • Chess Grade or Rating (and supporting evidence for an estimated grade should one be required)
  • ECF Grading Reference
  • ECF Membership Number
  • ECF Membership Level
  • Tournament Details
    • Congress Section (Open / Major / Inter / Minor)
    • Round for Bye (where requested)
    • Game results
    • Score sheets (for the Open Section of the tournament only)

Cross-checking: We will also use supplied information to allow us to check this data against other sources including, but not limited to, the ECF Grading List, the ECF Membership List, and the FIDE Rating List. Where necessary, these sources may be used to supplement or correct the data you supply.

Photographs: In addition to the items listed above, we often take photographs at the event, and these may be used for publicity purposes. Where those photographs feature junior players, explicit permission will be sought before using them in this way.

Bank Details: For payment of prizes, we may request your bank details to allow us to make the payment by bank transfer.


What we do with your information and who has access to it?

The congress secretary has access to all the data specified above. The other congress officials will have access to such data is required in order to facilitate the smooth running of the tournament.

We publish a full list of entrants on the event website. Results and a selection of games from the event will also be published online. As from 2018, results will also be made available at

Of course, results of your games will also be shared with the ECF for grading purposes. These are normally submitted via the grader for the East Anglian Chess Union and therefore also appear online at


Use of contact details

The Congress Organiser may use contact details for the following purposes:

  • Email addresses in order to keep you updated about the congress, and about of any changes to the arrangements for the Congress. Also, to advise parents about future junior events.
  • Phone numbers in rare situations where an event has to be cancelled, or if alternative arrangements need to be made. 
  • Postal addresses for sending prize cheques where necessary, or entry forms and confirmation of receipt of entry where requested.

The congress secretary uses MailChimp to help keep you up to date with news about our event. Via the event website you can subscribe to these emails without entering the event, but entrants will automatically be added to the mailing list for that year, and may also elect to receive updates about the event in future years. You may unsubscribe from these emails at any time.

Note: MailChimp is based outside of Europe, but is fully GDPR compliant and has signed up to the EU-U.S. Privacy Shield framework.