Privacy Policy

Your privacy matters to us

Last Updated: January 15, 2026

At The Q Chess Club ("we," "us," or "our"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website theqchessclub.com and use our services.

By accessing or using our website and services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

1. Information We Collect

Personal Information You Provide

We collect information that you voluntarily provide to us, including:

Contact Information: Name, email address, phone number, Discord username
Account Information: Username, password, profile details, chess rating
Payment Information: Billing address, payment method details (processed securely by third-party payment processors). When you make a donation through our website, your payment information is securely processed by Stripe. We collect your billing address and contact information (name, email, phone number) to process donations and send you receipts. Your credit card information is handled directly by Stripe and never stored on our servers.
Communications: Messages you send through our contact forms, chatbots, or customer support
Membership Applications: Information provided in sponsorship and tournament applications
Event RSVPs: Information submitted when registering for community events, including The Coastline Collective volunteer initiatives (name, email, phone number, number of guests)
Chatbot Conversations: Messages exchanged with our AI assistant Maya, which are recorded and sent to our team for follow-up and customer service purposes

Information Automatically Collected

When you access our website, we automatically collect certain information:

Device Information: IP address, browser type, operating system, device identifiers
Usage Data: Pages visited, time spent on pages, links clicked, referring website
Cookies and Tracking: We use cookies and similar technologies to enhance your experience

2. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery: To provide, maintain, and improve our chess club services, events, and tournaments
Community Events: To coordinate volunteer initiatives like The Coastline Collective, manage RSVPs, communicate event details, and provide post-event follow-up
Communication: To respond to inquiries, send updates, newsletters, and important notifications
Membership Management: To process applications, manage accounts, and provide member benefits
Payment Processing: To process payments for memberships, events, and services
Donation Management: To process and acknowledge donations, send tax receipts, and communicate with donors about our programs and impact
Analytics: To analyze usage patterns and improve our website and services
Marketing: To send promotional materials about our programs (you can opt-out anytime)
Security: To detect, prevent, and address fraud, security issues, and technical problems
Legal Compliance: To comply with applicable laws, regulations, and legal processes

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers: Third-party vendors who help us operate our website and services (payment processors, email services, analytics providers)
Stripe Payment Processing: When you make a donation, your payment and contact information is shared with Stripe, our payment processor. Stripe processes this information according to their own privacy policy to complete your transaction securely
Discord Integration: Information shared with Discord when you join our community server
Business Transfers: In connection with a merger, acquisition, or sale of assets
Legal Requirements: When required by law, legal process, or to protect our rights and safety
With Your Consent: When you explicitly authorize us to share your information
Event Partners: Information shared with co-hosts of community events (such as Family Above Money for The Coastline Collective) solely for event coordination purposes

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

SSL/TLS encryption for data transmission
Secure payment processing through PCI-compliant third-party processors
Regular security audits and updates
Access controls and authentication requirements

Please note that no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

5. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

Access

Request access to the personal information we hold about you

Correction

Request correction of inaccurate or incomplete information

Deletion

Request deletion of your personal information (subject to legal obligations)

Opt-Out

Unsubscribe from marketing communications at any time

Data Portability

Request a copy of your data in a portable format

To exercise these rights, please contact us at [email protected]

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:

Remember your preferences and settings
Understand how you use our website
Improve website functionality and performance
Provide personalized content and recommendations

You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

Third-Party Services: We use Google Analytics, which may set its own cookies. Please review their privacy policy for more information.

7. Third-Party Links

Our website may contain links to third-party websites, including Discord, social media platforms, and partner sites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

8. AI Chatbot Assistant (Maya)

Our website features an AI-powered chatbot assistant named Maya to help answer your questions about The Q Chess Club, events like The Coastline Collective, membership, and more. When using Maya:

Conversation Recording: All conversations with Maya are recorded and emailed to our team for follow-up, quality assurance, and customer service purposes
Incomplete Conversations: Even partial or incomplete conversations are captured to ensure we can follow up on all inquiries
No Sensitive Data: Please do not share sensitive personal information (like passwords or financial details) through the chatbot
Data Retention: Chatbot conversations are retained for customer service purposes and may be used to improve our services

Note: By using the Maya chatbot, you consent to the recording and processing of your conversation as described above.

9. Children's Privacy

Our services are intended for users aged 13 and older. We do not knowingly collect personal information from children under 13 without parental consent. If you are a parent or guardian and believe we have collected information from your child under 13, please contact us immediately at [email protected], and we will delete such information.

For users between 13-18 years old, we recommend parental guidance when using our services and sharing personal information online.

10. International Users

The Q Chess Club operates globally and welcomes members from around the world. Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws than your jurisdiction.

By using our services, you consent to the transfer of your information to our facilities and service providers wherever they are located. We take appropriate measures to ensure your data is protected in accordance with this Privacy Policy.

11. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Factors we consider when determining retention periods include:

The duration of your membership or relationship with us
Legal and regulatory requirements
Dispute resolution and legal claims
Internal business purposes and record-keeping

When we no longer need your information, we will securely delete or anonymize it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

Posting the updated policy on this page with a new "Last Updated" date
Sending an email notification to registered members
Displaying a prominent notice on our website

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

The Q Chess Club - Privacy Team

[email protected]

theqchessclub.com/contact

Join our Discord Community

We will respond to your inquiry within 30 days.

Thank You for Trusting Us

Your privacy and security are paramount to The Q Chess Club. We are committed to protecting your personal information and providing a safe, transparent environment for our global chess community.

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