Grand Knight Chess Academy Privacy, Photo & Media Policy

At Grand Knights Chess Academy (GKCA), we are committed to protecting the privacy, safety, and dignity of every student and family. This policy explains how we collect, use, and protect personal information, how we use cameras at our facilities, and how we use photos and videos of our students.

1. Information We Collect:

Registration information: When a parent or guardian registers a student, we collect the student’s name, age or grade, chess rating (if any), and parent/guardian contact information such as email address and phone number.

Health and safety information: Any medical conditions, allergies, or special needs that families choose to share so we can keep students safe.

Communications: Emails, messages, and other communications between families and our coaches or staff.

Payment information: Payments are processed securely by third-party payment processors (Stripe and PayPal). GKCA does not store full credit card numbers.

2. How We Use Information

We use this information to:

Deliver our programs, track student progress, and tailor instruction to each student

Communicate with families about schedules, program updates, achievements, and upcoming events

Keep students safe during programs and events

Improve the quality of our programs and services

3. How We Share Information

We do not sell personal information. We share information only in these cases:

4. Photos & Videos

We love celebrating our students’ growth, confidence, and achievements. Photos and short video clips help us share the joy of learning and build a positive community.

By enrolling your child in any GKCA program, class, camp, tournament, or event, you agree that we may take photos and short video clips of students during programming and events. These may be used for:

• Our website, social media, newsletters, and community updates
• Flyers, brochures, and other printed materials
• Internal training and documentation

Our commitments:

• We never post students’ phone numbers, addresses, school names, or contact details alongside their images.
• We do not post images that are inappropriate or unflattering, or that compromise a child’s privacy.
• Images are used only to highlight learning, community, and positive experiences.
• We do not sell student images.

Opting out:

Families may opt out at any time by emailing info@grandknightschess.com with the subject line “Photo Opt-Out” and including the student’s full name and program. If you opt out:

• We will make every reasonable effort to exclude your child from photos and videos.
• If your child unintentionally appears in a published image, we will remove it upon request.
• Opting out does not affect your child’s enrollment, participation, or standing in any program.

5. Security Cameras

GKCA uses cameras at our facilities to keep students and staff safe and to support the quality of our instruction.

• Security: Cameras help us monitor for unauthorized access, prevent theft or vandalism, and support our code of conduct.
• Education: Footage may occasionally be reviewed by coaches and staff to improve lessons and provide feedback.
• Notice: Signs are posted at our facilities to let visitors know cameras are in use.
• Access and retention: Footage is accessible only to authorized GKCA staff and is kept only as long as needed for these purposes. Footage may be shared with law enforcement when required by law.
• Not for publication: Security camera footage is not used on social media or in marketing.

6. Data Security

We use reasonable technical and organizational measures, including access controls, to protect personal information and camera footage from unauthorized access, disclosure, alteration, or destruction.

7. Parent & Guardian Rights

Parents and guardians may at any time:

• Review the personal information we hold about their child
• Ask us to correct or delete it
• Withdraw consent for future collection or use

To make a request, email info@grandknightschess.com. Deleting some information may affect our ability to provide certain programs.

8. Changes to This Policy

We may update this policy from time to time. Changes will be posted on this page with a new “Last updated” date, and significant changes will be shared with enrolled families.

9. Consent

By completing registration for any GKCA program, you confirm that you have read and understood this policy and consent to its terms, including the Photos & Videos section unless you have opted out.

10. Contact Us

Questions or requests about this policy? Contact us at info@grandknightschess.com or (425) 445-8588., you must complete the registration process and provide accurate and up-to-date information about your child, including their age, contact information, and any relevant medical or special needs.

Grand Knight Chess Academy Service Terms and Conditions

1. Enrollment and Registration.

1.1 To enroll your child in our chess coaching programs, you must complete the registration process and provide accurate and up-to-date information about your child, including their age, contact information, and any relevant medical or special needs.

1.2 Enrollment in our programs is subject to availability, and we reserve the right to accept or reject any enrollment application at our discretion.

1.3 By enrolling your child, you agree to pay the applicable fees for the selected chess coaching program according to the payment terms specified at the time of registration.

2. Code of Conduct.

2.1 We expect all students and their parents/guardians to adhere to a code of conduct that promotes a safe, respectful, and inclusive learning environment.

2.2 Students are expected to treat instructors, staff, and fellow students with respect and refrain from disruptive or inappropriate behavior during chess coaching sessions.

2.3 Parents/guardians are responsible for ensuring that their child arrives on time for scheduled coaching sessions and abides by the rules and regulations set forth by Grand Knights Chess Academy.

3. Safety and Supervision.

3.1 The safety and well-being of our students are our top priorities. We maintain appropriate safety measures and supervision during all coaching sessions to ensure a secure learning environment.

3.2 Parents/guardians are responsible for ensuring that their child’s health and safety needs are communicated to Grand Knights Chess Academy and for promptly notifying us of any medical conditions or special requirements.

4. Payment and Refund Policy.

4.1 Payment for chess coaching services is due in full at the time of enrollment, unless otherwise specified in the payment terms.

4.2 Refunds may be issued in accordance with our refund policy, which is available upon request. Refund eligibility is subject to the terms and conditions outlined in the policy.

4.3 For center classes, there are no refunds.

Center Classes

No refunds. Payment for the next month will be processed automatically every 30 days . Requests for withdrawals must be done before then.

Camps

A $30 cancellation fee will be applied two weeks before the start of the event. A $60 cancellation fee will be applied one week before the start of the event. No refunds after 7 PM one day before camp begins.

Quads/Tournaments/Events/Workshops

A $15 cancellation fee will be applied to any quad or tournament registration up until 7:00 PM the day before the event. No refunds after 7 PM the day before the event.

5.1 We reserve the right to terminate or suspend your child’s participation in our chess coaching programs at any time, with or without cause, at our sole discretion.

5.2 In the event of termination or suspension, any outstanding fees shall become immediately due and payable.

6. Governing Law and Jurisdiction.

6.1 These terms and conditions shall be governed by and construed in accordance with the laws of the State of Washington.

6.2 Any disputes arising out of or in connection with these terms and conditions shall be subject to the exclusive jurisdiction of the courts of the State of Washington.

7. Amendments.

7.1 Grand Knights Chess Academy reserves the right to amend or modify these terms and conditions at any time, without prior notice.

7.2 Any amendments or modifications to these terms and conditions will be effective immediately upon posting on our website or notification to enrolled students and their parents/guardians.