Last updated: 20 April 2021
Who we are and how to contact us
The Lichess4545 leagues are officially organised and run by the online chess site Lichess.org (“Lichess”).
As Lichess officially organises and runs the leagues, Lichess is the point of contact for any questions or concerns relating to the collection and use of Lichess4545 data. They can be contacted at firstname.lastname@example.org.
How we obtain personal information
We require some personal data from a registrant when they complete and submit a registration form to show their interest in competing in one of the Lichess4545 leagues. Namely, the interested registrant must agree to provide us with their valid Lichess username and their own genuine email address, or they cannot register their interest.
What we use personal information for
We use a registrant's personal information to:
- Assess whether the registrant is eligible to play in the leagues according to our eligibility rules. These rules are set out in full in the Lichess4545 Terms of Service.
- Support the smooth running of league operations in various ways. For example:
- We share the email addresses of approved registrants with Slack, to automatically email the approved registrant with an invitation to join the Lichess4545 Slack workspace after their registration has been approved by a league moderator.
- Our league software uses players’ Lichess usernames to link information between Lichess, the league Slack workspace, and the league website.
- The league website (found here: https://www.lichess4545.com) uses information on players’ Lichess usernames in conjunction with non-personal game metadata recorded by Lichess to publicly document league results and standings. In addition, each player has their own dedicated page for each league they participate in, listing their games and results by season as well as summary performance statistics.
- Players’ Lichess usernames and non-personal game metadata are also processed when players sign up to any of the additional leagues and tournaments advertised within the league Slack workspace (summarised here). Most of these leagues are organised using online spreadsheets to document league/tournament pairings, results and standings.
Other than sharing registrants’ voluntarily provided email addresses with Slack for the purposes of inviting them to join our Slack workspace, this data will not be shared with any other individuals or organisations. The only individuals who will have access to a registrant’s Slack email address are Lichess4545 administrators who will only use it for the purposes of processing registrations and assessing a registrants’ eligibility (as described above).
Our justification for using personal information
The following section outlines the lawful bases we rely on under the General Data Protection Regulation (GDPR):
Sharing a registrant's submitted email address with Slack Technologies, Inc.
We rely on execution of a contract (namely, the Lichess4545 Terms of Service) in accordance with Article 6(1)(b) of the GDPR to share a registrant’s email address with Slack Technologies, Inc. This allows us to invite interested players to join our workspace on Slack, an external asynchronous messaging platform which we use for coordinating and ensuring the smooth running of league operations. This is a necessary element of the services offered by the leagues, and is therefore justified by the additional terms in the Lichess4545 Terms of Service, which all league registrants must also agree to.
Documenting player performance statistics
We rely on execution of a contract (namely the Lichess4545 Terms of Service) in accordance with Article 6(1)(b) of the GDPR to document and publish players’ league histories and performance ratings on the Lichess4545 website. This is a necessary element of the services offered by the leagues, and is therefore justified by the additional terms in the Lichess4545 Terms of Service, which all league registrants must also agree to.
We rely on our legitimate interests in accordance with Article 6(1)(f) of the GDPR to process registrants’ data to check whether they are eligible to play in the leagues. A registrant will not be allowed to play in the leagues if either:
- the registrant has been banned for violating Lichess’s terms of service on any Lichess account; or
- the registrant has lost a game that was terminated due to "cheat detected" on any Lichess account; or
- any other reason as set out in the Lichess4545 Terms of Service document that makes a registrant ineligible to participate.
The screening of registrants is important for maintaining the overall integrity of the league and is closely related to Lichess’s legitimate interest in preventing and combating fraud on its site.
Facilitating league operations
We rely on our legitimate interests in accordance with Article 6(1)(f) of the GDPR to link information between Lichess, the league Slack workspace, and the league website. This is necessary for:
- supporting the administration of our leagues (which typically see over 300 league games played each week); and
- optimising the experience of playing in the leagues, such as by minimising the effort required to schedule games with opponents and detecting when leagues games start and finish on Lichess.
This process also captures and records data on Slack members’ local time zones.
Documenting league results
We rely on our legitimate interests in accordance with Article 6(1)(f) of the GDPR to document league games and results on the Lichess4545 website as well as online spreadsheet files that are only accessed by members of the Lichess4545 Slack workspace. The publication of league game URLs and results on the Lichess4545 website or in Google Sheets files is compatible with the initial collection of Lichess usernames and justified by the additional terms in the Lichess4545 Terms of Service, which each entrant must also agree to.
Using Google services to record your Lichess username
We rely on our legitimate interests in accordance with Article 6(1)(f) of the GDPR to store a registrant's Lichess username with Alphabet, Inc. - the parent company of Google - if a registrant voluntarily and additionally registers for one or more of the internal "community" leagues that are organised exclusively for Lichess4545 Slack members.
These leagues typically use forms created with Google Forms to allow players to sign up for new league seasons and Google Sheets spreadsheets to record league pairings and results. No other information besides players’ Lichess usernames are recorded on these forms and spreadsheets.
Browser session cookies
We rely on our legitimate interests in accordance with Article 6(1)(f) of the GDPR to use session cookies on the Lichess4545 website that track (logged in) users’ movements from one page to another without needing to repeatedly ask for authentication. Lichess has a legitimate interest in improving the browsing experience on the Lichess4545 website.
Stuff we’re not responsible for
If a registrant no longer wants Lichess to store their Lichess4545 data with Slack or Google in the very limited ways we do, as set out above, Lichess will endeavour to remove all data as fully as we can. However, in some circumstances the registrant may need to contact Slack and Google individually to ensure they are fully removed from Google’s and/or Slack’s services.
Lichess cannot take responsibility for removing a registrant’s data fully from Slack or Google, beyond a best efforts basis - therefore, all registrants relying on these additional (and in some cases, optional) features must familiarise themselves with how Slack and Google use data. All entrants will be assumed to have done this by the Lichess4545 team.
How we store personal information
Registrants’ information is hosted by a secure professional service provider on servers located in the European Union.
For users that are logged in, we will keep session cookies for the duration of each browsing session. Users can configure these cookies from their own browser settings.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access. In accordance with Article 15 of the GDPR, you have the right to ask us for copies of your personal information. Also, you can access your personal data on Lichess via this link (if you are logged in): https://lichess.org/account/personal-data.
- Your right to rectification. In accordance with Article 16 of the GDPR, you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure. In accordance with Article 17 of the GDPR, you have the right to ask us to erase your personal information if at least one of the following is true:
- You have withdrawn your consent for the processing of your email address.
- You consider that your personal information has been the subject of unlawful processing by Lichess.
- The personal information must be erased due to a legal obligation.
- The personal information relates to a person who was younger than fifteen (15) years old when the data was collected.
- Your right to restriction of processing. In accordance with Article 18, you have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing. In accordance with Article 19 of the GDPR, you have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability. In accordance with Article 20 of the GDPR, you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one calendar month to respond to you.
Please note that Lichess is entitled to oppose the deletion of certain personal information when their retention is necessary for particularly important reasons, such as the protection and defence of its interests in court. In addition, instead of deleting the information, Lichess may choose to proceed with complete and irreversible anonymisation of the information to allow it to be retained in a format that no longer allows a data subject to be identified (eg for statistical purposes).
How to make a GDPR request or complaint
If you have any concerns about our use of your personal information, you can make a complaint to us, or send any other data query or request to email@example.com.
If you are unhappy with how we have used your data, after contacting us in the first instance to resolve the matter informally, you have the right to contact the relevant authority for data protection in France, the Commission Nationale de l'Informatique et des Libertés (CNIL), via its website http://www.cnil.fr or by post to the following address: CNIL - 3, Place de Fontenoy - TSA 80715 - 75334 PARIS CEDEX 07.