Privacy Notice
This Privacy Notice explains how CheckMate Experiences Ltd collects, uses, stores and protects your personal information across all of our activities, including CheckMate Kids (clubs, classes and holiday camps), CheckMate Retreats, CheckMate Lates, private and group coaching, community sessions, corporate and private venue hire at the Rafayel, and applications to coach or work with us.
We are committed to handling your data responsibly and in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the guidance of the Information Commissioner's Office (ICO).
1. Who We Are
1.1 CheckMate Experiences Ltd is the data controller for the personal information you provide when you book or enquire about any of our activities. We are registered in England and Wales under company number 17114396. Our registered office is Flat 8 Wesley Court, 82 Webster Road, London, SE16 4DT.
1.2 We are registered with the ICO as a data controller under registration reference ZC124690. Data protection enquiries should be directed to Gabriel Barr.
1.3 If you have any questions about how we use your data, please contact us at coaching@checkmateexperiences.co.uk.
2. What Data We Collect
2.1 CheckMate Kids (children's clubs, classes, coaching and camps). Because these activities are for children, we collect additional information to keep them safe:
(a) Attendee details: child's name, date of birth and age on the day; school name and year group; chess experience level, where they play, and chess rating (if available); any relevant health, medical, additional needs or learning information.
(b) Booking details: parent or guardian name, email address and mobile number; relationship to the child; emergency contact name, relationship and number; any alternative collection person.
(c) Preferences: photo and media consent, safeguarding acknowledgement, marketing consent, and how you heard about us.
2.2 Retreats, community sessions, Lates and adult coaching. For our adult and general activities, we typically collect:
(a) Your name, email address and contact number.
(b) Any health, dietary, accessibility or wellbeing information you choose to share that is relevant to your participation (for example, for catering or activity suitability at a retreat).
(c) Emergency contact details, where relevant to the activity.
(d) Your chess level or experience, where relevant to grouping or tailoring sessions.
(e) Marketing consent, and how you heard about us.
2.3 Coach and team applications (Coach With Us). If you apply to coach or work with us, we collect your name, email address and phone number; your chess background, rating or title; your coaching experience; your availability and location; whether you hold a current Enhanced DBS check; and any other information you choose to include. If your application progresses, we may collect further information needed for recruitment and safeguarding checks, such as references, proof of identity and DBS certificate details.
2.4 Corporate and private venue hire (the Rafayel Space). For event and venue enquiries and bookings, we typically collect:
(a) Your name, organisation (if applicable), email address and contact number.
(b) Details of your event or enquiry, such as date, type and approximate numbers.
(c) Any information needed to deliver your event, including catering and accessibility requirements.
2.5 Enquiries through our adverts. If you respond to one of our adverts on Facebook or Instagram, we receive the details you enter in the enquiry form, such as your name, email address, phone number and your child's age or chess level, so that we can follow up with you.
2.6 Information collected automatically. Where you book or pay online, our booking and payment providers may collect technical data such as your IP address, browser information and cookies. We also use Squarespace's built-in analytics to see how our pages are used and to help us improve our services. For more detail, please see our Cookie Policy and the privacy policies of the providers listed in section 9.
3. Children’s Data
3.1 We recognise the importance of protecting children's privacy. Personal data about children is collected from, and with the consent of, their parent or guardian.
3.2 We do not knowingly collect data directly from children, and we take extra care over how children's information is stored, used, shared and retained.
4. How We Collect It
4.1 We collect your information when you book, enquire about, or take part in one of our activities.
4.2 How we do this can vary by activity:
(a) CheckMate Kids bookings are taken through our website forms (Squarespace) and our booking platform (Acuity Scheduling).
(b) Free and community events may use an event registration platform such as Eventbrite.
(c) Retreats, venue hire and other activities may use these systems, online enquiry forms, email, phone or messaging.
4.3 Whichever method is used, we only collect the information described in this notice and handle it with the same care.
5. Why We Collect It
We use your information to:
5.1 Process your booking or enquiry and take payment where applicable.
5.2 Organise participants into appropriate groups (for example, by age, experience or ability).
5.3 Keep everyone attending safe and well, including managing medical, dietary and accessibility needs and the safe collection of children.
5.4 Plan and deliver our clubs, camps, events, retreats, sessions and venue hire.
5.5 Contact you with relevant information, reminders and updates.
5.6 Send you information about future CheckMate activities and offers (only with your consent).
5.7 Use photos and media for promotional purposes on our website and social media channels (only with your consent). You can contact us at any time to ask for photos to be removed.
5.8 Meet our safeguarding and legal obligations.
5.9 Assess applications from prospective coaches and team members, and carry out recruitment and safeguarding checks.
6. Legal Basis
We process your data on the following legal bases under UK GDPR:
6.1 Contract: to fulfil your booking and deliver the activity you have requested.
6.2 Legitimate interests: to run our activities safely and effectively, including safeguarding, emergency contact, following up enquiries you have made, and managing our events and venue.
6.3 Consent: for photography and media use, and for marketing communications. You can withdraw consent at any time. At public events such as CheckMate Lates, we take photos based on our legitimate interests, and you can ask not to appear at any time.
6.4 Legal obligation: where we are required to keep records or share information to meet safeguarding, accounting or other legal duties.
6.5 Special category data: we process relevant health, medical, additional needs or dietary information with your explicit consent or, in an emergency, to protect someone's vital interests.
6.6 Recruitment: we process application data based on our legitimate interests in recruiting suitable coaches, and as steps taken at your request before entering into a contract. We process information about DBS checks and criminal records in line with our safeguarding obligations and the conditions for processing criminal offence data under the Data Protection Act 2018.
7. How Long We Keep It
We keep personal data only for as long as necessary:
7.1 Booking and enquiry records: up to 2 years after the activity.
7.2 Financial records (such as payments and invoices): 6 years, to meet our legal accounting obligations.
7.3 Health, dietary and medical information: deleted within 3 months of the activity, unless there is a legal reason to keep it.
7.4 Records of any safeguarding concern: kept securely for as long as required by safeguarding guidance and the law.
7.5 Unsuccessful coach applications: up to 6 months, unless you ask us to keep your details on file for future opportunities.
7.6 Engaged coaches, including DBS and safeguarding checks: for the duration of the engagement, and afterwards as required by our safeguarding obligations.
7.7 After the retention period, data is securely deleted from our systems and from any third-party platforms where we are able to do so.
8. How We Store It
8.1 Booking and attendee data is stored securely in access-restricted systems. Access is limited to the directors of CheckMate Experiences Ltd and, where needed to deliver a session safely (for example, registers, emergency contacts and medical notes), the coaches running it.
8.2 Card payment details are processed by our payment providers and are not held by us directly.
8.3 We take appropriate technical and organisational measures to protect your personal data, including encrypted payment processing, secure cloud storage and restricted access controls.
9. Who We Share It With
9.1 We do not sell your personal data, and we do not share it with third parties for their own marketing purposes.
9.2 We use the following trusted service providers to run our activities:
(a) Squarespace: website hosting, booking and enquiry forms, and website analytics.
(b) Acuity Scheduling: online booking for clubs and sessions.
(c) Stripe: card payment processing.
(d) Mettle (our business bank): receiving bank transfer payments.
(e) Mailchimp: email marketing and mailing list management (where you have consented to receive marketing).
(f) Google Workspace: email and secure document storage.
(g) Meta (Facebook and Instagram): enquiry forms on our adverts.
(h) Eventbrite: registration for free and community events.
(i) WhatsApp: messaging with parents and participants who contact us this way.
9.3 Partner venues. Where an activity takes place at a partner venue (such as Hotel Rafayel, London Christian School, or a library or community space), we may share limited information such as attendee names, emergency contacts and relevant medical, dietary or accessibility needs, only where needed for safety and the smooth running of the activity.
9.4 We may also use other reputable booking, email or event-management tools from time to time, each with appropriate data protection measures in place.
9.5 If there is a safeguarding concern, we may be required to share relevant information with the local authority children's services, the police or other statutory agencies.
10. International Data Transfers
10.1 Some of our service providers, such as Squarespace, Acuity Scheduling, Google Workspace, Stripe, Mailchimp and Meta, may process or store data outside the UK or European Economic Area (EEA).
10.2 When this happens, we make sure your data receives the same level of protection as it would within the UK by relying on appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
11. Your Rights
11.1 Under UK GDPR, you have the right to:
(a) Access the personal data we hold about you.
(b) Correct any inaccurate or incomplete data.
(c) Ask us to delete your data.
(d) Restrict how we process your data.
(e) Data portability.
(f) Object to processing based on legitimate interests, including follow-up contact.
(g) Withdraw consent at any time.
11.2 To exercise any of these rights, please contact us at coaching@checkmateexperiences.co.uk. We will respond within one month.
11.3 If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office at ico.org.uk.
12. Changes to This Notice
12.1 We may update this Privacy Notice from time to time. The latest version will always be available on our website.
12.2 Where we make significant changes, we will let you know by email where appropriate.
CheckMate Experiences Ltd | coaching@checkmateexperiences.co.uk | Last updated: September 2026