Privacy Policy

Manifold Chess Tournaments — version 0.1, drafted 2026-05-09.

1. Who we are

Manifold Chess Tournaments ("we", "us") operates the tournaments.manifoldchess.club service that runs over-the-board (OTB) Swiss-system chess tournaments in the Nanaimo / Vancouver Island region. We are operated by 624984 B.C. LTD., a British Columbia corporation. A future Benefit Company designation is under consideration; this page will be updated once filed. Our registered office is in British Columbia, Canada.

2. Privacy Officer

Jamie Campbell is our designated Privacy Officer under BC's Personal Information Protection Act (PIPA). You can contact the Privacy Officer at privacy@manifoldchess.club with any privacy-related question, complaint, access request, or correction request.

3. What personal information we collect

We collect only what's needed to register you for tournaments, pair you against opponents, compute standings, issue receipts, and report results to applicable rating bodies. Specifically:

• Identity: full name, date of birth (where required for age-bracketed events).
• Contact: email address, optional phone number.
• Chess identity: rating, federation, FIDE/CFC ID, title, gender (for FIDE-rated events).
• Payment: entry-fee payment method and amount; we do NOT store your card number — Stripe (or our cash-receipt log) holds the payment record.
• Tournament data: pairings, results, byes, and your tournament history within our system.
• Authentication: when you sign in, we receive your Authentik username and email through our SSO chain. We do not see your password.

4. Why we collect it (purpose)

The personal information we collect is used only to:

• Register you for the tournament you signed up for.
• Generate Swiss pairings and pair you against opponents.
• Compute standings, tiebreaks, and prize allocation.
• Issue receipts and tax documentation.
• Report your results to FIDE / CFC / BCCF where applicable for rating purposes (only when you've consented to participate in a rated event).
• Communicate event-related logistics (start time, venue, schedule changes) to you and only to you.

We do not sell your data, share it with advertisers, or use it to build profiles for purposes outside running tournaments.

5. Consent

By registering for a tournament you provide consent to the collection and use described above. You can withdraw consent at any time by emailing the Privacy Officer; doing so may mean we cannot continue to register you for events.

6. Disclosure to third parties

We disclose personal information only as described:

• Pairing sheets and standings posted at the venue / on this site — your name, rating, federation, and result are visible to other players. This is the standard practice for competitive chess events; opting out means you cannot participate in the tournament.
• FIDE / CFC / BCCF — when a tournament is rated by these bodies, we transmit your name, ID, and results for rating purposes.
• Service providers — Stripe (payment processing), our hosting provider, and our identity provider (Authentik). Each acts under its own privacy commitments and data-processing agreements with us.
• Legal compliance — where required by Canadian law, valid court order, or to protect against fraud / abuse.

7. Data residency

The tournament service runs on infrastructure located in Canada. Service providers (Stripe, etc.) may process some data outside Canada under their respective privacy commitments. PIPA does not prohibit cross-border transfer but requires that we make reasonable security arrangements that travel with the data; we audit our providers for those arrangements.

8. Retention and destruction

• Tournament results and pairings: retained indefinitely (these are part of the public competitive record once a tournament is rated).
• Contact information of inactive members (no tournaments in 3 years): purged on a yearly schedule unless you've asked us to keep it.
• Payment records: retained per CRA / accounting requirements (currently 7 years).
• Authentication tokens: ephemeral; cleared when the session ends.

9. Security

We make reasonable security arrangements including: TLS on all public endpoints; access control via Authentik forward-auth; per-user permission boundaries; encrypted backups; and audit logs of administrative actions. No system is perfect; if you believe your account has been compromised, contact the Privacy Officer.

10. Your rights

Under PIPA you have the right to:

• Access the personal information we hold about you.
• Correct any inaccuracies.
• Withdraw consent (subject to legal or contractual constraints).
• Complain to the BC Office of the Information and Privacy Commissioner (OIPC) — oipc.bc.ca — if you believe we've mishandled your information.

To exercise these rights, email the Privacy Officer.

11. Privacy breaches

If we become aware of a privacy breach that involves a real risk of significant harm to you, we will notify you and the BC OIPC as required by PIPA, as soon as reasonably possible after discovering it.

12. Children's information

Some tournaments are open to minors. We require parental / guardian consent at registration for any player under the age of majority in BC (currently 19). For players in the Criminal Records Review Program scope (vulnerable-adult / kids events), we may require additional checks of organizers — see our separate Vetting Policy when those events go live.

13. Changes to this policy

We may update this policy from time to time. Material changes will be communicated to active members by email at least 30 days before they take effect.

Contact

Privacy Officer: Jamie Campbell — privacy@manifoldchess.club