UACA Privacy Policy

Effective Date: July 13, 2026

The Ukrainian American Chess Association (“UACA,” “we,” “our,” or “us”) is committed to protecting the privacy of our members, players, volunteers, sponsors, donors, and website visitors. This Privacy Policy explains how we collect, use, store, disclose, and protect your information when you visit our website, register for events, become a member, subscribe to communications, or otherwise interact with UACA.

By using our website or services, you agree to the practices described in this Privacy Policy.

Information We Collect

Depending on how you interact with UACA, we may collect the following information:

Personal Information

• Full name
• Email address
• Phone number (if provided)
• Mailing address (if provided)
• Date of birth or age category (when required for tournament eligibility)
• Parent or guardian information (when required for minors)

Chess Information

• US Chess ID (if provided)
• Official US Chess rating information (when applicable)
• Tournament participation history
• Club affiliation
• Chess titles, awards, and achievements
• Player profile information voluntarily submitted

Registration Information

When registering for tournaments or events, we may collect:

• Event registration details
• Payment confirmation
• Emergency contact information (if applicable)
• Special accommodations or dietary requests (if voluntarily provided)

Financial Assistance Information

If you apply for a fee waiver or financial assistance, we may request documentation reasonably necessary to evaluate your request. This information is used solely for determining eligibility for financial assistance and is accessible only to authorized UACA representatives.

Technical Information

When you visit our website, we may automatically collect:

• IP address
• Browser type
• Device information
• Operating system
• Pages visited
• Date and time of access
• Cookies and similar technologies

How We Use Your Information

We use your information to:

• Process memberships and tournament registrations.
• Communicate tournament updates and important announcements.
• Send newsletters and promotional communications if you subscribe.
• Verify player eligibility and tournament information.
• Publish tournament pairings, standings, ratings, and results.
• Process payments and donations.
• Evaluate fee waiver requests.
• Respond to questions and support requests.
• Improve our website, programs, and services.
• Maintain organizational records.
• Comply with applicable laws and regulations.

Tournament Registration and Payments

Tournament registrations and payments may be processed through secure third-party payment processors, such as Stripe or similar providers.

UACA does not store or have access to your complete payment card information. Payment information is processed securely by the payment processor in accordance with its own privacy and security practices.

Fee Waiver Program

UACA believes financial circumstances should not prevent participation in chess.

• Players who are unable to afford tournament registration fees may request financial assistance by contacting UACA before the registration deadline.
• Applicants may be asked to provide documentation demonstrating financial need.
• Each request is reviewed individually and confidentially.
• Submitting a fee waiver request does not guarantee approval. UACA reserves the right to approve or deny any request at its sole discretion.

Depending on available funding and organizational resources, UACA may provide:

• A full fee waiver;
• A partial fee waiver; or
• No fee waiver.

Any documentation submitted for a fee waiver request will be used only for evaluating eligibility and will be retained only as long as reasonably necessary before being securely deleted, unless a longer retention period is required by law.

US Chess Information

Some UACA tournaments may require an active membership with the United States Chess Federation (US Chess).

Where applicable, UACA may display publicly available information such as player names, US Chess IDs, ratings, tournament results, and standings.

UACA does not claim ownership of official rating information maintained by US Chess or other governing organizations.

Cookies

Our website may use cookies and similar technologies to:

• Improve website performance.
• Remember user preferences.
• Analyze website traffic.
• Enhance the overall user experience.

You may disable cookies through your browser settings, although some website features may not function properly.

Information Sharing

UACA does not sell, rent, or trade your personal information.

We may share information only:

• With trusted service providers that help operate our website or process payments.
• With tournament directors or organizers as necessary to administer events.
• When required by law or legal process.
• To protect the rights, safety, or property of UACA or others.
• With your permission.

Public Tournament Information

Chess tournaments are public competitive events.

By participating in a UACA event, you acknowledge that certain information may be publicly displayed, including:

• Player name
• Tournament section
• Pairings
• Results
• Standings
• Ratings
• Awards

This information is published to support tournament administration and the integrity of competitive chess.

Data Retention

UACA retains personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and maintain organizational records.

Fee waiver documentation is retained only for the time reasonably necessary to review the request and is securely deleted when no longer needed, unless applicable law requires otherwise.

Data Security

We implement appropriate security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.

While we strive to protect your information, no method of electronic transmission or storage is completely secure, and absolute security cannot be guaranteed.

Children’s Privacy

Many UACA programs and tournaments are designed for youth players.

When required by applicable law, personal information relating to minors will be collected with the consent of a parent or legal guardian.

Parents or guardians may contact UACA to request access to, correction of, or deletion of a child’s personal information, subject to applicable legal requirements.

Third-Party Links and Services

Our website may contain links to or integrate with third-party services, including payment processors, email service providers, social media platforms, and official chess organizations.

We are not responsible for the privacy practices of these external services, and we encourage you to review their privacy policies.

Your Rights

Subject to applicable law, you may request to:

• Access your personal information.
• Correct inaccurate information.
• Request deletion of your personal information.
• Withdraw consent where applicable.
• Unsubscribe from marketing communications at any time.

To exercise these rights, please contact us using the information below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated Effective Date, and we encourage you to review it periodically. Continued use of our website after changes become effective constitutes acceptance of the revised Privacy Policy.

Contact Us

If you have any questions or concerns about our Privacy Policy or how we handle your personal information, please contact us at uaca.inquiries@gmail.com.