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1. Introduction
Day & Knight Chess Club ("the Organization," "we," "us," or "our") is a California nonprofit corporation organized to provide chess education, tournaments, community events, youth programs, scholarships, and outreach in furtherance of its charitable mission. We respect the privacy of everyone who interacts with our organization, and this Privacy Policy ("Policy") describes how we collect, use, disclose, retain, and protect information in connection with our website, related subdomains, applications, and any other digital or in-person services we may offer (collectively, the "Services").
For purposes of this Policy, the following definitions apply:
- "Website" means any website, landing page, portal, or online property operated by or on behalf of the Organization, including any future domains, subdomains, or mobile applications.
- "Services" means all programs, events, tournaments, memberships, registrations, communications, digital tools, and offerings made available by the Organization, whether currently existing or introduced in the future.
- "User" means any individual who visits, browses, or otherwise interacts with the Website or Services.
- "Member" means an individual or family who has enrolled in a membership program offered by the Organization.
- "Participant" means an individual who registers for, attends, or otherwise takes part in a tournament, class, camp, or event.
- "Parent" and "Guardian" mean the parent, legal guardian, or other adult authorized to act on behalf of a minor in connection with the Services.
By accessing or using the Website or Services, you acknowledge that you have read, understood, and agree to the collection and use of information as described in this Policy. If you do not agree with this Policy, you should discontinue use of the Website and Services. If you are a Parent or Guardian registering a minor for our programs, your acceptance of this Policy on behalf of that minor is a condition of participation.
We may update, expand, or otherwise modify the Services from time to time, and this Policy is drafted broadly enough to anticipate reasonably foreseeable additions to our Website and Services, including but not limited to parent and student portals, mobile applications, online coaching tools, digital storefronts, and community features, as further described below.
2. Information We Collect
We may collect several categories of information depending on how you interact with us. Not every User will have every category of information collected, and the specific data collected will depend on the nature of your relationship with the Organization.
2.1 Personal Information You Provide
We may collect personal information that you voluntarily submit to us, including through registration forms, membership applications, contact forms, donation forms, volunteer applications, or scholarship applications. This may include:
- Full name
- Email address
- Phone number
- Mailing or home address
- Date of birth and age
- Emergency contact information
- Parent or guardian name and contact details
- Usernames, passwords, and other account credentials
- Profile photographs
- Tournament history and results
- Chess ratings, including United States Chess Federation ("USCF") IDs and Fédération Internationale des Échecs ("FIDE") IDs
- Event and tournament registrations
- Membership status and history
- Donation history and giving records
- Volunteer applications and background information
- Scholarship applications, including information relevant to financial need where applicable
We may also collect additional categories of personal information in connection with future features of the Services, including but not limited to parent portals, student portals, member dashboards, online stores, referral or affiliate programs, and community messaging or discussion forums.
3. Financial Information
We may offer the ability to make payments for memberships, tournament entry fees, event registrations, merchandise, digital products, coaching services, or donations. Payment card and bank account information is collected and processed by third-party payment processors and is not stored on our own servers except as necessary for reconciliation, refunds, or accounting purposes.
Payment processors that we may use include, without limitation:
- Stripe, Inc.
- PayPal, Inc.
- Block, Inc. (Square)
- Other payment processors that we may adopt in the future
These third-party processors maintain their own privacy policies and security standards, including compliance with the Payment Card Industry Data Security Standard ("PCI DSS"), and we encourage you to review their respective privacy policies. We are not responsible for the independent privacy and security practices of third-party payment processors.
4. Automatically Collected Information
When you visit or use the Website or Services, certain information may be collected automatically through your browser, device, or our servers, including:
- Internet Protocol (IP) address
- Browser type and version
- Operating system
- Screen resolution and device type
- Language preferences
- Time zone settings
- Referring and exit URLs
- Pages viewed and navigation paths
- Click activity and interaction data
- Session duration and frequency of visits
- Device identifiers and advertising identifiers
- Server logs and error reports
This information is collected through cookies, pixels, local storage, log files, and similar technologies, as further described below.
6. Analytics and Advertising Tools
We may use third-party analytics and advertising tools to help us understand Website usage and to measure the effectiveness of our outreach and communications. These tools may include, without limitation:
- Google Analytics
- Google Tag Manager
- Google Search Console
- Meta Pixel
- Other analytics, advertising, or marketing platforms that we may adopt in the future
These providers may use cookies, device identifiers, and similar technologies to collect information about your use of the Website and other websites over time. We do not control the practices of these third parties, and we encourage you to review their respective privacy policies for additional information about how they collect and use data.
7. Communications and Correspondence
We may collect information you provide when you communicate with us, including through:
- Emails sent to Organization staff, volunteers, or board members
- Live chat or messaging features
- Conversations with an AI-powered chatbot or virtual assistant, if implemented
- Support or help desk requests
- Phone calls, including call records where legally permitted
- SMS or text message communications
- Feedback forms and surveys
We may retain records of these communications for customer service, quality assurance, training, legal compliance, and organizational recordkeeping purposes.
8. User-Submitted and Uploaded Content
Depending on the features available at any given time, Users, Members, and Participants may be able to upload or submit content, including:
- Photographs and videos
- Documents and file attachments
- Chess games and Portable Game Notation ("PGN") files
- Assignments and coursework related to online coaching or courses
- Direct messages within any community or messaging feature
- Forum posts, comments, and discussion board content
- Testimonials and reviews
Content submitted to public or semi-public areas of the Website, such as forums, comment sections, or testimonials, may be visible to other Users and, in some cases, to the general public. You should exercise discretion when submitting any content you consider sensitive or private.
9. Children's and Minors' Information
Because the Organization's mission centers on youth chess education, a substantial portion of the individuals who participate in our programs are minors. We take the protection of children's information seriously and are committed to complying with the Children's Online Privacy Protection Act ("COPPA") and applicable state law regarding minors.
9.1 Parental and Guardian Consent
Where our Services involve the direct collection of personal information from a child under the age of thirteen (13), we will seek verifiable parental or guardian consent prior to collection, use, or disclosure of that information, except where an exception under COPPA applies (such as collection necessary to respond to a one-time request or to protect the safety of a child). Registration for memberships, tournaments, camps, or classes involving minors must be completed by a Parent or Guardian, who is responsible for reviewing and accepting this Policy on the minor's behalf.
9.2 Guardian Rights
Parents and Guardians may review the personal information we have collected about their child, request correction of inaccurate information, request deletion of their child's information (subject to legal retention obligations described in this Policy), and refuse to permit further collection or use of their child's information. Requests may be submitted using the contact information provided at the end of this Policy.
9.3 School and Youth Program Partnerships
We may partner with schools, school districts, or other youth-serving organizations to deliver chess programming. In such cases, information may be collected through or shared with the partnering institution consistent with applicable education privacy laws, including the Family Educational Rights and Privacy Act ("FERPA") where applicable, and any data sharing agreements in place between the Organization and the institution.
9.4 Educational and Program Records
We may maintain educational or program-related records for minors, including class enrollment, coaching progress, attendance, and tournament participation, for purposes of program administration, safety, and continuity of instruction.
9.5 Photo and Media Permissions for Minors
Photography and video recorded during tournaments, classes, and events may include images of minors. We will request a media release from a Parent or Guardian, where required, prior to using a minor's image in promotional, marketing, or archival materials. Parents and Guardians may decline or withdraw media consent at any time by contacting us using the information provided below, though such withdrawal may not be retroactive with respect to materials already distributed or published.
10. Photography, Video, and Media
We may capture photographs and video during tournaments, classes, camps, and community events for purposes including event documentation, promotional materials, social media content, livestreaming, and historical archives. This media may be published on our Website, social media accounts, YouTube channel, newsletters, or other marketing materials.
- Event Photography: Still images captured at in-person events, which may include group photos and individual participant photos.
- Livestreams and Video: Live or recorded video of tournaments, lessons, or events, which may be published publicly.
- Social Media and Marketing: Use of photographs and video in promotional campaigns across social media platforms and other marketing channels.
- Historical Archives: Retention of media for the Organization's historical records and institutional memory.
By attending an event operated by the Organization, Users acknowledge that photography and videography may be occurring in public or semi-public areas of the event. Where required by law or Organization policy, we will obtain a signed media release prior to using identifiable images of minors in a manner beyond incidental event documentation.
11. How We Use Information
We may use the information we collect for purposes including, without limitation:
- Processing and administering memberships
- Processing donations and issuing tax-related acknowledgments
- Organizing and administering tournaments, classes, camps, and events
- Evaluating and administering scholarship applications
- Conducting background checks on volunteers and staff where required for youth protection
- Managing volunteer applications, scheduling, and communications
- Communicating with Users, Members, Participants, and Parents or Guardians
- Detecting, investigating, and preventing fraud, abuse, and security incidents
- Maintaining and improving the security of our Website and Services
- Analyzing and improving the Website, Services, and program offerings
- Operating analytics tools to understand engagement and outreach effectiveness
- Improving and training any AI-powered tools or chatbots we may deploy, subject to the limitations described in Section 15
- Conducting advertising and marketing campaigns
- Preparing reports required by grant funders, sponsors, or governmental agencies
- Complying with applicable legal and regulatory obligations
- Maintaining insurance coverage and managing risk
- Supporting general risk management and organizational governance
12. Legal Bases for Processing
Although the Organization is based in the United States and is primarily subject to U.S. state and federal law, if we process personal information of individuals located in jurisdictions that recognize a "legal basis" framework for data processing (such as the European Union's General Data Protection Regulation), we rely on one or more of the following legal bases:
- Consent: Where you have given clear consent for us to process your personal information for a specific purpose.
- Contract: Where processing is necessary to perform a contract with you, such as a membership agreement or event registration.
- Legal Obligation: Where processing is necessary to comply with a legal or regulatory obligation.
- Legitimate Interests: Where processing is necessary for our legitimate interests, such as improving our Services or ensuring the security of our Website, provided those interests are not outweighed by your rights and freedoms.
- Vital Interests: Where processing is necessary to protect someone's life or physical safety, such as in a medical or safety emergency at an event.
14. Third-Party Services and Platforms
The Website and Services may incorporate or link to third-party platforms and service providers, which may include, without limitation:
- Webflow, or other website hosting and content management platforms
- Stripe and other payment processing platforms
- Google (Analytics, Tag Manager, Search Console, Workspace, and related products)
- Meta Platforms, Inc. (Facebook, Instagram, and associated advertising tools)
- Mailchimp or other email marketing platforms
- Any additional vendors, software providers, or platforms that we may adopt in the future
Each third-party service operates under its own privacy policy and terms of service. We are not responsible for the privacy or security practices of any third-party service, and your interactions with such services are governed by their respective policies. We encourage you to review the privacy policies of any third-party service before providing information to it.
15. Artificial Intelligence, Chatbots, and Automated Tools
We may implement artificial intelligence-powered tools, including chatbots, virtual assistants, or automated communication systems, to assist with answering questions, processing requests, or facilitating engagement with our Services.
15.1 Conversation Storage and Review
Conversations with any AI-powered tool may be stored, logged, and reviewed by Organization staff, volunteers, or authorized third-party service providers for purposes including quality assurance, safety monitoring, troubleshooting, and service improvement.
15.2 Model Improvement
We may use conversation data, in de-identified or aggregated form where feasible, to improve the performance, accuracy, and relevance of AI tools deployed on the Website. Where a third-party AI provider is used, that provider's own data handling and model training practices may also apply, and we encourage you to review the applicable third-party terms.
15.3 Limitations and Disclaimers
AI-powered tools, including chatbots, may produce inaccurate, incomplete, or "hallucinated" responses. Output from any AI tool is provided for general informational and administrative convenience only and:
- does not constitute legal advice;
- does not constitute financial advice;
- does not constitute medical advice; and
- should never be relied upon in an emergency or for emergency services.
In the event of a medical, safety, or other emergency, Users should contact emergency services directly by dialing 911 or the applicable local emergency number, rather than relying on any automated tool made available through the Website.
16. Data Security
We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. These safeguards may include, without limitation:
- Administrative Safeguards: Internal policies, access restrictions, and staff and volunteer training regarding data handling.
- Technical Safeguards: Encryption of data in transit and, where appropriate, at rest; access controls and authentication requirements; monitoring for unauthorized access; and routine data backups.
- Physical Safeguards: Restricted access to physical records and equipment used to store or process personal information.
- Incident Response: Procedures intended to identify, contain, and respond to potential security incidents.
Notwithstanding these measures, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security of any information transmitted to or stored by us. Any transmission of information is done at your own risk.
17. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the category of information involved:
- Legal and Regulatory Records: Retained for the period required by applicable federal, state, or local law.
- Financial Records: Retained consistent with tax, accounting, and audit requirements, typically for a period of several years following the applicable transaction.
- Donation Records: Retained to support donor acknowledgment, tax reporting, and grant compliance obligations.
- Membership Records: Retained for the duration of membership and a reasonable period thereafter for historical and administrative purposes.
- Tournament and Rating Records: Retained consistent with the recordkeeping practices of the Organization, US Chess, and FIDE, as applicable.
- Backups: Backup copies of data may persist for a period of time after deletion from primary systems as part of routine disaster recovery practices.
- Archived Communications: Emails and other correspondence may be archived for recordkeeping, legal, and institutional purposes.
18. Your Privacy Rights
Depending on your location and applicable law, you may have certain rights with respect to your personal information, including the right to:
- Access the personal information we hold about you;
- Correct inaccurate or incomplete personal information;
- Delete personal information, subject to legal retention exceptions;
- Restrict certain processing of your personal information;
- Object to certain processing activities, including direct marketing;
- Withdraw consent at any time where processing is based on consent;
- Opt out of marketing communications; and
- Manage cookie settings through your browser or a cookie preference tool, where available.
Residents of California, Nevada, and other jurisdictions with applicable privacy statutes may have additional rights as described in Section 19 below. To exercise any of these rights, please contact us using the information provided in Section 30.
19. California Privacy Rights (CCPA/CPRA)
If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (collectively, "CCPA/CPRA"), may provide you with the following rights with respect to your personal information:
| Right | Description |
|---|---|
| Right to Know | The right to request disclosure of the categories and specific pieces of personal information we have collected about you, as well as the sources, purposes, and categories of third parties with whom it has been shared. |
| Right to Delete | The right to request deletion of personal information we have collected from you, subject to certain exceptions. |
| Right to Correct | The right to request correction of inaccurate personal information we maintain about you. |
| Right to Limit | The right to limit the use or disclosure of sensitive personal information to purposes permitted by law. |
| Right to Non-Discrimination | The right not to receive discriminatory treatment for exercising any of the rights described above. |
| Right to Opt Out of Sale or Sharing | The right to opt out of the sale or sharing of personal information. We do not currently sell or share personal information for cross-context behavioral advertising as those terms are defined under the CCPA/CPRA. Should this practice change, we will update this Policy and provide a mechanism to opt out. |
You may designate an authorized agent to submit a request on your behalf, subject to our ability to verify the agent's authority and your identity. We will not discriminate against you for exercising any right under the CCPA/CPRA.
20. Do Not Track Signals
Some browsers offer a "Do Not Track" ("DNT") signal that indicates a User's preference regarding tracking across websites. There is currently no uniform industry standard for recognizing or responding to DNT signals. We do not currently respond to DNT browser signals, except where required to do so by applicable law.
21. International Users and Cross-Border Transfers
Our servers and service providers are generally located in the United States. If you access the Website or Services from outside the United States, your information may be transferred to, stored in, and processed in the United States and other jurisdictions that may have data protection laws different from those of your home jurisdiction. By using the Website or Services, you consent to this transfer, storage, and processing to the extent permitted by applicable law.
22. Data Breach Notification
In the event of a security incident involving unauthorized access to personal information that triggers a notification obligation under applicable law, we will notify affected individuals and, where required, relevant regulatory authorities, in accordance with the timelines and methods required by applicable data breach notification laws.
23. Business Transfers and Organizational Changes
In the event that the Organization undergoes a merger, acquisition, asset sale, nonprofit restructuring, affiliation, or dissolution, personal information may be transferred to a successor entity or organization as part of that transaction, subject to applicable law and, where required for nonprofit dissolution, applicable charitable asset distribution requirements under California law.
24. External Links
The Website may contain links to third-party websites that are not owned or controlled by the Organization. We are not responsible for the privacy practices or content of any third-party websites. We encourage you to review the privacy policy of any third-party website you visit.
25. Accessibility
We are committed to making the Website accessible to individuals with disabilities and to providing an inclusive experience consistent with applicable accessibility standards and guidelines. If you experience difficulty accessing any portion of the Website or require this Policy in an alternative format, please contact us using the information provided in Section 30.
26. Changes to This Policy
We may revise this Policy from time to time to reflect changes in our practices, the Services, or applicable law. Any changes will be effective upon posting the revised Policy to the Website, and the "Last Updated" date at the top of this Policy will be revised accordingly. We may, but are not obligated to, provide additional notice of material changes. Your continued use of the Website or Services following the posting of changes constitutes acceptance of the revised Policy.
27. Limitation of Liability
To the fullest extent permitted by applicable law, the Organization, its officers, directors, employees, volunteers, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of data, revenue, or goodwill, arising out of or related to your use of the Website or Services, or this Policy, regardless of the theory of liability, even if the Organization has been advised of the possibility of such damages.
The Website and Services are provided on an "as is" and "as available" basis, without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Website will be uninterrupted, error-free, or free of harmful components. Your use of the Website and Services, and any information you provide, is at your own risk. The Organization shall not be liable for any harm resulting from cyberattacks, unauthorized access, or the acts or omissions of any third-party service provider referenced in this Policy.
28. Indemnification
You agree to indemnify, defend, and hold harmless the Organization, its officers, directors, employees, volunteers, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with your access to or use of the Website or Services, your violation of this Policy, or your violation of any rights of another party.
29. Dispute Resolution and Governing Law
This Policy shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of laws principles. Any dispute arising out of or relating to this Policy or the Website shall be subject to the exclusive jurisdiction and venue of the state or federal courts located in California, unless the parties mutually agree in writing to resolve the dispute through binding arbitration. Nothing in this section is intended to waive any right that may not be waived under applicable law.
Contact Information
If you have questions, concerns, or requests regarding this Policy or our data practices, please contact us at:
Day & Knight Chess ClubEmail: support@dayknightchess.org
Phone: (951) 283-2092
Mailing Address: 510 W Foothill Pkwy, Corona, CA 92882
30. Severability and Entire Agreement
If any provision of this Policy is found to be unlawful, void, or unenforceable, that provision shall be deemed severable from this Policy and shall not affect the validity and enforceability of the remaining provisions. This Policy, together with any other legal notices published by the Organization on the Website, constitutes the entire agreement between you and the Organization with respect to the collection and use of your personal information, and supersedes any prior agreements or understandings, whether written or oral, relating to the subject matter herein.