Privacy, SMS and Email Policies

Privacy Policy

1. Introduction

We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and share information when you visit our website, interact with our services, or subscribe to our communications.

2. Information We Collect

We may collect the following types of personal information:

  • Name, email address, phone number, US Chess and FIDE IDs

  • Demographic data (e.g., age, location, sex or gender for specific chess tournament purposes)

  • Preferences and interests

  • Game moves and results; chess education knowledge and performance

  • Usage data (e.g., page views, click-through rates)

3. How We Collect Data

We collect data through:

  • Website and paper forms and registrations (events, tournaments, classes, scoresheets, homework, etc.)

  • Email subscriptions

  • Personal interface

  • Cookies and tracking technologies

  • Third-party integrations (e.g., Mailchimp, KuTools, Email Merge, Jotform, Cognito, Shopify, Stripe, PayPal)

4. Email Marketing Services

We use multiple email marketing tools, including:

  • Mailchimp: For mass mailings and newsletters. Data is processed according to https://mailchimp.com/legal/privacy/

  • KuTools and Email Merge: For smaller mailings to non-Mailchimp subscribers, tournament staff, etc.

  • Other platforms may be used for SMS or transactional emails.

We ensure that all services comply with applicable data protection laws such as GDPR, CCPA, and CAN-SPAM

5. Legal Basis for Processing

We process your data based on:

  • Your consent (via registration or other forms, where your consent is given by completing the form)

  • Legitimate interest in communicating with our audience

  • Legal obligations

  • US Chess and FIDE obligations

6. Consent and Opt-Out

You may opt-in to receive communications. We use double opt-in where applicable. You may unsubscribe at any time via the link in our emails or by contacting us directly. If you opt-out and later participate in one of our events, you may receive an email asking if you want to opt in. We continue to work on services to maintain a permanent opt-out list and to coordinate with Mailchimp.

We may from time to time use your information to encourage you to subscribe to our email advertising for new events.

7. Data Sharing and Third Parties

We do not sell your data. We may share it with trusted third parties for:

  • Email delivery (e.g., Mailchimp)

  • Payment processing (e.g., Stripe, PayPal)

  • Registration and scheduling (e.g., Cognito, TeachNGo)

  • Analytics and integration (e.g., Zapier)

  • The above are example software that are currently used by us. This may change from time to time, to perform similar services, and may not be immediately updated on this page.

8. Your Rights

Depending on your location, you may have rights to:

  • Access your data

  • Correct or delete your data

  • Withdraw consent

  • File a complaint with a data protection authority

  • Currently, data is maintained in multiple databases, which may create challenges in finding and deleting all instances.

  • Public information regarding tournament standings is not included under these rights. To ensure that all participants know that tournaments have been run appropriately and fairly, this information (name, chess ID’s, performance, results) is permanently available.

9. Cookies and Tracking

We use cookies to improve your experience. These may be set by us or third-party services. You can manage cookie preferences in your browser settings.

10. Data Security

We implement appropriate security measures to protect your data. However, no method of transmission over the internet is 100% secure.

11. Changes to This Policy

We may update this policy periodically. Changes will be posted on this page with an updated revision date.

12. Contact Us

If you have questions or concerns about this policy, contact us at:

Caveman Chess LLC, HQ
27 Morris Street, Park Ridge, IL 60068
Email: Kevin.Bachler@Cavemanchess.com
Phone: 224-985-5244

SMS Policy

1. Introduction

We respect your privacy and are committed to protecting your personal information. This SMS Privacy Policy explains how we collect, use, and safeguard your data when you opt in to receive text messages from us.

2. Data We Collect

When you opt in to receive SMS messages, we may collect:

  • Your mobile phone number

  • Your name (if provided)

  • Consent timestamp and method

  • Message interaction data (e.g., delivery status, replies)

3. How We Collect Data

We collect data through:

  • Website and paper forms

  • Event registrations

  • Verbal or written opt-in

  • SMS keyword opt-ins (e.g., texting “JOIN” to a number)

4. Use of Data

We use your data to:

  • Send transactional alerts, reminders, or updates

  • Deliver tournament pairings or other tournament or event information

  • Contact you for important information regarding tournament or event information post-event if other modes of communication have not worked.

  • Deliver promotional offers or event notifications

  • Respond to inquiries or support requests

We do not sell or rent your data. We may share it with trusted third-party SMS providers (e.g., Mailchimp, RingCentral, Onlineregistration.cc,) solely for message delivery

5. Consent and Opt-In

By providing your mobile number and opting in, you consent to receive SMS messages from us. You may opt in via:

  • Online forms

  • Event check-ins

  • Texting a keyword to our SMS number

You must be 18 years or older or have parental consent to opt in.

6. Opt-Out Instructions

You may opt out at any time by replying:

  • STOP to any message

  • Or contacting us directly at [your contact email]

We will honor opt-out requests promptly and cease SMS communications.

7. Data Retention and Security

We retain your data only as long as necessary for communication or legal compliance, or as long as tournament information remains available. We use secure servers and encryption to protect your information.

8. Compliance

We comply with:

  • TCPA (Telephone Consumer Protection Act)

  • CTIA guidelines

  • GDPR (General Data Protection Regulation) for EU/UK users

Our SMS campaigns are registered with The Campaign Registry (TCR) to ensure deliverability and compliance

9. Changes to This Policy

We may update this policy periodically. Changes will be posted on this page with the revision date.

10. Contact Us

For questions or concerns about this policy, contact:

Caveman Chess LLC
27 Morris Street, Park Ridge, IL 60068
Email: Kevin.Bachler@Cavemanchess.com
Phone: 224-985-5244

Email Policy

We encourage you to subscribe to the US Chess email at https://new.uschess.org/form/communication-preferences, including “Bulk Email.” These various email components help organizers to keep advertising costs much lower than physical mail.

We also encourage you to subscribe to our email service or the email services for other chess providers.

If you are concerned about too much chess spam, set up a chess folder in your email and send all chess emails there to keep your main Inbox email free.

Our Email policy follows.

1. Purpose

This policy outlines how we manage email communications with users, subscribers, and customers. It ensures transparency, compliance with applicable laws, and respect for user preferences.

2. Scope

This policy applies to all email communications sent by our organization, including:

  • Newsletters

  • Announcements

  • Transactional messages

  • Customer support replies

  • Event invitations

  • Email list inviations

3. Consent and Opt-In

We only send marketing emails to individuals who have:

  • Explicitly opted in via our website, registration forms, or other channels

  • Provided consent through integrated platforms (e.g., Mailchimp, Jotform, Cognito)

We use double opt-in where applicable to confirm subscriptions and ensure valid consent.

4. Email Platforms Used

We use multiple platforms to manage email communications:

  • Mailchimp: For newsletters and mass mailings. See their https://mailchimp.com/legal/privacy/

  • KuTools and Email Merge: For targeted or smaller mailings

  • Other services: May be used for transactional or automated emails (e.g., Stripe, PayPal, TeachNGo, US Chess)

All platforms are selected for their compliance with data protection laws.

5. Unsubscribe and Opt-Out

Every marketing email includes an unsubscribe link. Users may opt out at any time by:

  • Clicking the unsubscribe link

  • Contacting us directly at [your contact email]

Opt-out requests are honored promptly and automatically.

6. Data Protection and Privacy

We do not sell or rent email addresses. We may share data with trusted third-party services only for the purpose of delivering email communications.

All data is stored securely and processed in accordance with our Privacy Policy.

7. Compliance

We comply with:

  • CAN-SPAM Act (U.S.)

  • GDPR (EU/UK)

  • CCPA (California)

Our emails include:

  • Clear identification of the sender

  • Accurate subject lines

  • Physical mailing address

  • Easy opt-out mechanisms

8. Frequency and Relevance

We aim to send emails that are relevant and timely. Users may receive:

  • Weekly or monthly newsletters

  • Event reminders

  • Occasional promotional offers

We avoid excessive or irrelevant messaging.

9. Contact Us

For questions or concerns about this policy, contact:

Caveman Chess LLC
27 Morris Street, Park Ridge, IL 60068
Email: Kevin.Bachler@Cavemanchess.com
Phone: 224-985-5244