Privacy Notice

Privacy Notice

Freedom24 Chess Masters LTD, a company registered in Cyprus with registration number HE 469982 (hereinafter the “Academy”) values your privacy and is committed to safeguarding your personal data in line with the EU General Data Protection Regulation 2016/679 (“GDPR”) and any locally applicable data protection laws. This Notice applies to individuals with whom we interact in the course of our Academy’s operations, including our students, vendors, and website visitors.

This Privacy Notice (the “Notice”) informs you of how we collect, use, share, and transfer your personal data when you use our Services and your applicable rights in relation to your personal data.

Please read this notice in conjunction with any other privacy notices or fair processing statements that we may issue on specific occasions. These may provide further detail about how we use your personal data in particular contexts. This privacy notice is intended to complement such statements and does not override them.

Important Information and Who We Are:
Controller: This privacy statement is issued on behalf of Freedom24 Chess Masters LTD, the Academy.

Contact details: If you have any questions about this Notice or our privacy practices and how we handle your personal data, please contact us in the following ways:
Email address: freedom24chess@gmail.com

Postal address: Christaki Kranou 45, Germasogeia, Limassol, Cyprus

Changes to the privacy notice and your duty to inform us of changes
We keep our Privacy Notice under regular review. It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes during your relationship with us.

This Notice was last updated on 14 July 2025.

Third-party links
Where you are accessing and providing personal data through our website, it may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy statement of every website you visit.

Data Protection Principles:
The Academy is committed to handle your personal data under the principles illustrated below:

Lawfully, fairly and in a transparent way;
Personal data are being only for valid purposes and are not to be used in any way that is incompatible with those purposes;
Personal data collected are relevant to the purposes we inform you about and limited only to those purposes;
Keep personal data accurate and kept up to date;
Personal data are kept only for as long as necessary and for the purposes we inform you about; and
Personal data are being kept securely at all times.

We have put policies, procedures and standards in place and seek to adopt these principles in our everyday processing activities set out in this Privacy Notice.

Types of Data Collected

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data - includes first name, last name, so that you can enrol with the Academy.
Contact Data – includes billing address, home address, delivery address, email address, telephone numbers so we can communicate with you during your time at the Academy.
Financial Data - includes bank account, payment details.
Recruitment and Employment Data - Includes CVs, academic and professional qualifications, references, employment history, interview notes, right to work documentation, and other information relevant to evaluating your candidacy or employment relationship with the Academy.
Chess Related Information: Skill level, applicable ratings and certifications
Technical Data – where you use or access any of the Academy’s services on our website, we may be processing your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Usage Data - includes information about how you use our website, products and services.
Marketing Data - includes your preferences for receiving marketing from us and details related to when we send marketing to you.
Communications Data - includes communications between us, which may relate to our relationship, services we provide, enquires and complaints.
Audiovisual Data – includes images, and videos of you during tournaments and events arranged by the academy that may distributed on our social media channels.

We may also process CCTV footage of you from our CCTV operations at our premisses, offices or venues (collectively the “Premises”) where lessons and tournaments may take place, and we may capture video recordings of you if you are inside or outside such premises.

Except where you voluntarily provide to us or we capture your image with CCTV, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data) without your explicit consent. Nor do we collect any information about criminal convictions and offences.

We generally use the information we collect to:

Provide and improve our services
Communicate with you about your Academy membership and our services
Process payments
Send promotional emails (with your consent)
Analyse usage of our website and services

How is your personal data collected?

Directly from you: You may provide us with personal data – such as your identity, contact, financial, transactional, communication, marketing preferences, by completing our Academy registration form by corresponding with us by post, phone, email or other means.
Automated technologies or interactions: When you interact with our website, we will automatically collect technical data about your device, browsing actions, and usage patterns. This information is gathered through the use of cookies, server logs and other similar technologies.

Legal Basis for Processing Your Personal Data:
The Academy’s legal basis for collecting and using the personal information described in this Notice depends on the Personal Data we collect and the specific context in which we collect it.

We rely on the following lawful bases for processing your personal data:

Performance of Contract so we can provide you with our services when you enrol with the Academy as a student and for employment/recruitment purposes with the Academy
On the basis of your consent, where you have given us permission to do so (e.g. for initiating any marketing and promotional communication our social media channels)
Where we have a legal obligation to do so
For the purposes of our legitimate interests where such interests are identified

Retention of Data
The Academy will retain your Personal Data only for as long as is necessary for the purposes set out in this Notice and in order to provide you with our services. We may retain and use your Personal Data for longer than necessary in order to comply with our legal obligations, resolve disputes, and enforce our legal rights.

Sharing of Personal Data
We will only share your personal data with third parties in limited circumstances, or where we are required to do so by law and provided that the receiving party can demonstrate compliance with the principles set out under this Privacy Notice. We may share your personal data with the parties set out below:

To our agents, contractors and external service providers, which may include IT providers, and event agents
Academy affiliated companies and group entities in connection with group audits, consolidated reporting and similar internal monitoring purposes
Bank and payment providers to authorise and complete payments
Government, regulatory and law enforcement bodies, courts and other authorities to comply with our legal obligations and to exercise our legal rights (e.g. pursue or defend a claim)

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Transfers of Data
Your personal data will only be processed in the EU/EEA and no transfers to third countries will take place.
In any case where we may be required to transfer any personal data outside the EU/EEA we will ensure that appropriate safeguarding mechanisms are in place (e.g. your consent, standard contractual clauses).

Security of Data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Your Legal Rights:
Under certain circumstances, you have the following rights in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data: where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

If you want us to establish the data's accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Data Portability - Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent – You have a right to withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

Please note, that we may ask you to verify your identity before responding to such requests.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you wish to exercise any of the rights set out above, or if you have any concerns or complaints regarding the processing of your personal data, or our compliance with the EU GDPR and other relevant data protection legislation, you should contact us using the details set out below:

Email address: freedom24chess@gmail.com

Postal address: Christaki Kranou 45, Germasogeia, Limassol, Cyprus

Your Right to Complain

You also have the right to make a complaint at any time to the applicable supervisory authority. The supervisory authority in Cyprus is the Office of the Commissioner for Personal Data Protection.

You can raise your complaint here
https://www.dataprotection.gov.cy/dataprotection/dataprotection.nsf/page1i_en/page1i_en?opendocument
or directly at their address:
Kypranoros 15, Nicosia 1061, Cyprus
Postal address: P.O. Box 23378, 1682 Nicosia, Cyprus
Tel: +357 22818456

We would, welcome the opportunity to address any concerns you may have before you consider contacting the supervisory authority. Accordingly, we kindly ask that you contact us in the first instance.