Whilst part of rule 22 is under review this may be an opportunity for the LCM to address other aspects of it? – If allowed to do so, as it is not clear if each aspect of a same rule requires separate submission under rule 27?
Consider 22a for instance (current text quoted at the end of this article for reference)
i) Reference to BCF is outdated.
ii) It goes to the trouble of specifying that clubs submit the name of anyone who does not want their details to be kept on computer. Perhaps their name is expected to be submitted on paper instead of email, so as not to create a computer record of this fact about them!
This may anticipate an unlikely event (no-one has objected so far?), but says nothing about the (im)practicalities of keeping someone ‘off-computer’. Perhaps this was written pre-internet, when computers were considered to be really scary, whereas now we all know they are but accept them – albeit with general reluctance to give out any data beyond that really needed for purpose – so keeping less data may reduce that concern?
iii) The text specifies that each year’s data such as members addresses and phone numbers are to be collected, though the standard form I’ve seen submitted has fields for mobiles, date of birth (not just for juniors), email addresses etc..
Whilst it is in the interests of league and club officers to publish their contact data (widely or only to other officers, as they so choose) in order to function, it does not seem essential to demand this from all members, and doing so may establish a legal requirement to be registered under the Data Protection Act. ( http://www.legislation.gov.uk/ukpga/1998/29/contents )
For general contact, email addresses are often volunteered and found sufficient without formal annual re-confirmation. Non-email colleagues are not notified about events by paper post so they already have to rely on news from the web or via club colleagues.
As a non-profit organisation one condition of exemption from DPA registration (advice at http://www.ico.org.uk ) is to “only process information necessary to establish or maintain membership”, which could be met by clubs submitting only player-names and ECF references, and that could easily be achieved with on-line NECL registration. (raised previously, noting this ensures clubs generate a new-player record so names always appear in pick lists ahead of first matches and ineligible players immediately flagged when game results are entered).
If establishing all the above (dropping ‘off-computer’ options, collecting minimum data for DPA exemption, adopting on-line registration) rule 22a, possible wording could be;-
It is a condition of membership that the following data may be kept on computer and published:- a) Player Name and club, b) ECF Identifying data (membership/grade), c) Game Results. Members may optionally provide an email address to be used in distribution lists. Prior to any fixture within a season, each club shall register intended players online, or shall send the a) and b) data above to the General secretary who will mark the record on-line to confirm validity. A further condition of eligibility is that any associated player fees due to NECL are sent to the Treasurer prior to the fixture.
Clubs will maintain their officer names and contact data in the on-line directory.
Reference: – current text of Rule 22 (a)
At the beginning of each season each club shall submit to the General Secretary, a list of all its intended players in order of strength.
The list should indicate which players (if any) are registered with the B.C.F. at that particular time, and include addresses and telephone numbers.
The information may be stored on a computer database for purposes associated with chess.
The submitted list must state the name of any player who does not want information relating to himself/herself held on a computer database.
The list should be accompanied by payment to the North Essex Chess League of the registration fee prescribed from time to time by the Committee for each player listed.
This list and these registration fees must be received by the General Secretary at least five days before the first fixture involving the club concerned.
No player may represent a club in any one season unless his/her name has been submitted to the General Secretary and the appropriate registration fee paid within the stipulated time.
The General Secretary will acknowledge receipt of the fee(s) and list, and report on the list’s validity.