Privacy Policy

1. Data Controller

2. Information We Collect

2.1 Account & Profile Information

• Full name, email address, mobile number
• Authentication data (managed via Clerk — we do not store passwords directly)

2.2 Tournament Registration Data

• Date of birth, gender
• City and state of residence
• FIDE ID, AICF/State rating, chess title
• Whether you have a physical disability (used only for appropriate seating/accommodation by the organiser)
• Confirmation code and registration status

2.3 Payment Information

• Transaction ID, amount paid, payment method (card/UPI/net-banking/wallet)
• We do not store full card numbers or banking credentials — these are handled directly by Razorpay (a PCI-DSS compliant payment aggregator licensed by RBI).

2.4 Device & Usage Data

• IP address, browser type, device identifiers
• Pages visited, tournament searches, and click interactions
• Push notification tokens (mobile app, for tournament alerts)

3. How We Use Your Information

• Registration processing: Transmitting your details to the tournament organiser for check-in, pairing, and compliance with FIDE/AICF regulations.
• Payment facilitation: Processing entry fees on behalf of the organiser and generating receipts for our facilitation/convenience fee.
• Communications: Sending registration confirmations, payment receipts, tournament reminders, and check-in notifications via email and push notifications.
• Platform improvement: Analysing aggregated usage data to improve features and performance.
• Regulatory compliance: Meeting obligations under Indian law, including responding to lawful requests from government authorities.
• Customer support: Addressing queries, disputes, and refund requests.

We do not use your personal data for unsolicited marketing without your explicit consent. We do not sell your personal data to third parties.

4. Sensitive Personal Data or Information (SPDI)

Under the SPDI Rules 2011, certain data is classified as sensitive. From the data we collect, the following may qualify:

• Financial data: Payment transaction information (handled by Razorpay; we only receive tokenised references).
• Physical disability status: Collected only with your explicit consent during registration, used solely for appropriate venue accommodations.

We collect SPDI only with your prior informed consent and for the specific, lawful purpose stated at the time of collection. You may withdraw consent by contacting us, though this may affect your ability to register for tournaments.

5. Data Sharing & Disclosure

We share your data only as follows:

• Tournament organisers: Your registration details (name, contact, rating, confirmation code) are shared with the organiser of the specific tournament you register for, for the sole purpose of managing that event.
• Payment processors: Razorpay processes your payment. Their privacy policy governs their data handling.
• Authentication services: Clerk manages user authentication. Their privacy policy governs their data handling.
• Cloud infrastructure: We use reputable cloud services (AWS-compatible storage) for file storage. Data is stored within India or in jurisdictions with adequate protections.
• Legal requirements: We may disclose data to law enforcement or government bodies when required by law, court order, or to protect the rights and safety of users.

6. Data Security

We implement reasonable security practices as required by Rule 8 of the SPDI Rules, including:

• HTTPS encryption for all data in transit
• Access controls and role-based permissions for internal systems
• Regular security reviews and dependency updates
• Payment data handled exclusively by PCI-DSS compliant processors

No method of transmission over the internet is 100% secure. If you believe your data has been compromised, please contact our Grievance Officer immediately.

7. Data Retention

• Registration records are retained for a minimum of 3 years from the tournament date to meet accounting and legal obligations.
• Payment transaction records are retained for 5 years in accordance with financial regulations.
• Account data is retained while your account is active. You may request deletion by contacting us.

8. Your Rights

As a user, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate data.
• Withdrawal of consent: Withdraw consent for SPDI processing (subject to legal retention obligations).
• Deletion: Request deletion of your account and associated data (subject to mandatory retention periods).

To exercise these rights, email hi@nearchess.com with “Data Request” in the subject line. We will respond within 30 days.

9. Cookies & Tracking

We use essential cookies and local storage to maintain your login session and preferences. We may use analytics tools to understand aggregate usage patterns. No personally identifiable data is shared with advertising networks. You can disable cookies in your browser settings, though this may limit platform functionality.

10. Children's Privacy

The platform is not directed at children under 13. Tournament registrations for minors should be completed by a parent or legal guardian who consents to this Privacy Policy on their behalf. We do not knowingly collect data from children under 13 without parental consent.

11. Third-Party Links

The platform may contain links to external websites (e.g., organiser websites, FIDE, AICF). We are not responsible for the privacy practices of these sites and encourage you to review their policies independently.

12. Changes to This Policy

We may revise this Privacy Policy periodically. We will notify you of material changes by email or a prominent notice on the platform at least 7 days before the change takes effect. Continued use after changes constitutes acceptance of the revised policy.

13. Grievance Officer

In accordance with Rule 5(9) of the SPDI Rules and Section 79 of the IT Act, 2000, we have designated a Grievance Officer to address complaints regarding the processing of personal information: