Privacy policy

This is a draft pending legal review. It describes accurately how the platform handles data today, and every consent record pins the version in force when it was granted — but it has not been reviewed by a lawyer and should not be relied on as final.

Who is responsible for your data

OwnlyOS and the academy whose site you are reading are joint Data Fiduciaries under the Digital Personal Data Protection Act, 2023. The academy decides what to collect and why; OwnlyOS provides the software that stores it and is answerable for keeping it safe and separated. Each of us names a Grievance Officer at the foot of this page, and either will accept a request about data held by the other.

What we collect

When you register for a tournament or book a demo class we collect the name, date of birth, email, phone, chess federation and FIDE ID where you provide one, plus any additional questions the academy has added to its own entry form.

• Identity and contact details you type into a registration or booking form
• The UPI payment reference (UTR) you enter when you pay an academy — never your bank credentials
• Technical data: a one-way hash of your IP address, your browser string, and the timestamp of each

consent you give

Why we collect it

To process your entry, to let the organiser run the event, to issue certificates and rating reports, and to meet record-keeping obligations. We rely on your consent, recorded at the moment you give it against the version of this policy you were shown. We do not sell personal data and we do not use it to train models.

Marketing email is a separate consent with its own checkbox, never pre-ticked, and withdrawing it does not affect an entry you have already made.

Who we share it with

Your details go to the academy you registered with, and to nobody else's academy — each academy's data is isolated at the database level, not by application code. Where a tournament is rated, the entry list is shared with the relevant federation for rating submission.

OwnlyOS never holds tournament money. Entry fees are paid directly to the academy by UPI, so no payment processor receives your details through us.

Where it is stored

Personal data is stored in Singapore on managed infrastructure, and uploaded images on Cloudflare's network. This is a cross-border transfer under the Act; it is made to a jurisdiction the Act permits and is covered by the processing terms we hold with each provider.

How long we keep it

Entry and payment records are kept for seven years, which is the accounting retention period we are required to meet. Consent records for marketing are deleted 30 days after withdrawal. You can ask for erasure at any time — see Your rights below — and we will honour it except where a record must be kept to meet that obligation.

Your rights

You may ask for a copy of your data, a correction to it, or its erasure, and you may withdraw any consent you have given. Use the Your data link in the footer of this site, or write to either Grievance Officer below. We respond within 30 days. Withdrawing consent is as easy as giving it and never costs you an entry you have already paid for.

Children's data

A player under 18 registers in their own name, with their own consent, exactly as an adult does. We collect a date of birth because age category eligibility depends on it, and for no other purpose. Where a parent manages a child's entry, the consent recorded is the one given on that form.

If something goes wrong

If personal data is exposed, we notify the Data Protection Board of India and every affected person within 72 hours of becoming aware, with what happened, what was affected, and what we are doing about it. We would rather tell you about something that turns out to be minor than delay while we work out how bad it is.

How to contact us

Both Grievance Officers are named at the foot of this page with a working email address. Write to either; a request that belongs to the other is forwarded rather than refused. If you are not satisfied with the response you may complain to the Data Protection Board of India.