Privacy Policy
MiniChess respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use it, how we share it, how we protect it, and what choices you have.
This Policy applies to all MiniChess franchises and associated companies, including MindCompany Franchise Holdings, MindCompany Unlimited, and The Entrust Foundation.
This Privacy Policy also applies to MiniChess’s marketing content, including offers and advertisements for MiniChess products and services, which we (or a service provider acting on our behalf) send to you on third-party websites, platforms and applications based on your site usage information. These third-party websites generally have their own Privacy Notice and Terms and Conditions. We encourage you to read them before using those websites.
If you have any questions, or you want to exercise your rights, please email info@minichess.co.za or submit a request through the Contact Us form on our websites.
1. Who is responsible for your information
Any personal information provided to, or collected by, MiniChess is controlled by MiniChess Franchise Holdings, the data controller.
When this Policy refers to “MiniChess”, “we”, “us” or “our”, it means MiniChess Franchise Holdings and any company directly or indirectly owned or controlled by MiniChess Franchise Holdings that you are interacting with, or have a business relationship with.
2. What information we collect
Personal information means information that can identify you directly or indirectly.
The information we collect depends on how you engage with MiniChess. This may include your name and surname, email address, phone number, and other contact details. Where relevant, it may also include address details, payment or transaction information, and details you submit through enquiries, forms, registrations, surveys, promotions, or support requests.
When you use our websites or engage with our digital content, we may collect technical and usage information such as IP address, device identifiers, browser type and version, operating system, time zone settings, approximate location (where enabled), pages visited, time spent on pages, clicks, page response times, and referral sources.
In some cases, we may also receive information from third-party platforms where we run official MiniChess pages, and from service providers that help us measure advertising performance and website usage.
You are not required to provide personal information, but if you choose not to, we may not be able to provide certain services, respond properly to requests, or deliver the same level of support.
3. How we collect information
We collect personal information in three main ways.
First, we collect information you give us directly when you contact us, register for a programme, subscribe to communications, enter a competition or promotion, complete a survey, or make a purchase.
Second, we collect information automatically through cookies and similar technologies when you interact with our websites or when our content is served online.
Third, we may receive information from other sources such as social media platforms, advertising and analytics partners, and organisations we work with where services are offered jointly, where lawful and appropriate.
4. Cookies and similar technologies
We use cookies and similar technologies to make our websites work, remember preferences, understand how visitors use our website, improve performance, measure marketing effectiveness, and, where permitted, show more relevant content and advertising.
You can control cookies through your browser settings and, where available, on-site cookie preference tools. If you disable cookies, some parts of the website may not function as intended.
5. Children’s privacy
MiniChess provides services involving children and takes extra care to protect children’s privacy.
Most MiniChess websites are designed for adults, such as parents, guardians, schools, and programme organisers. Where a website, form, or activity is intended for children, we will obtain consent from a parent or guardian where required by applicable law.
If we discover that we have collected a child’s personal information without appropriate consent where such consent was required, we will delete that information as soon as reasonably possible.
We may also use personal information to carry out age verification checks and to enforce age restrictions for certain features or activities.
6. Why we use your information
We use personal information only for specific purposes connected to operating MiniChess and delivering our services.
This includes responding to enquiries, processing registrations, managing programme participation, providing customer support, handling complaints, administering competitions or promotions, sending communications you request, improving our programmes and website functionality, maintaining security, preventing fraud, and meeting legal and regulatory obligations.
Where permitted, we may also use your information to send updates and marketing communications about MiniChess services, or to personalise content and measure the performance of our campaigns.
If we use your personal information for a purpose that is not obvious from the context, we will inform you at or before the time we collect it.
7. Lawful basis for processing
We process personal information on one or more lawful bases, depending on the situation.
Sometimes we process information because you have given consent, for example when you subscribe to marketing communications or accept certain cookie settings. Where consent is used, you may withdraw it at any time.
Sometimes we process information because it is necessary to perform a contract, for example where you register for a programme or purchase a product or service.
Sometimes we process information to comply with legal obligations, such as record keeping requirements or responding to lawful requests.
We may also process information where it is necessary for our legitimate interests, such as improving services, understanding engagement, ensuring network and information security, and preventing fraud, provided these interests do not override your rights.
8. Profiling and personalised content
MiniChess may analyse information about how people interact with our websites, content, and communications to understand interests and improve relevance. This may involve grouping users into segments so we can show more relevant content and communications.
Where required, this will only be done with appropriate consent, and you can opt out by unsubscribing from marketing communications or adjusting cookie settings where applicable.
9. Automated decision-making
In limited cases, MiniChess may use automated processing to support certain internal processes. We do not make decisions based solely on automated processing that produce legal effects or similarly significant effects on you, unless it is necessary for entering into or performing a contract, or you have given explicit consent, and appropriate safeguards are in place.
Where applicable, you have the right to request human intervention, express your point of view, and challenge an outcome.
10. Who we share your information with
We may share personal information within the MiniChess group, including franchises and associated entities, where it is necessary to operate MiniChess and deliver services consistently.
We may also share information with service providers that perform functions on our behalf, such as website hosting, form processing, payment processing, analytics, email delivery, customer support tools, and delivery services. These providers may only process personal information to provide services to us and must protect it in line with applicable data protection requirements.
We may share information with advertising, social media, and analytics partners to measure campaign performance and, where permitted, to deliver relevant advertising.
We may disclose information where we believe it is required to comply with a legal obligation, to respond to lawful requests, to protect rights and safety, to investigate fraud or security incidents, or to prevent misuse of our services.
If MiniChess is involved in a merger, acquisition, restructuring, or sale of assets, personal information may be transferred as part of that process, subject to appropriate safeguards.
11. International transfers
MiniChess may store or process personal information in countries other than the country you are in, including where our service providers operate.
Where personal information is transferred across borders, we take steps to ensure an appropriate level of protection, such as using contractual safeguards with third parties, and applying security controls that protect personal information consistently.
12. How we protect your information
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration, and disclosure.
Access to personal information is restricted to employees, contractors, and service providers who need it to perform their duties, and they are subject to confidentiality obligations.
No system is completely secure, but we maintain safeguards appropriate to the nature of the information and the risks involved.
13. How long we keep your information
We keep personal information only for as long as it is needed for the purpose it was collected for, including to deliver services, manage relationships, handle complaints, meet legal obligations, and maintain appropriate business records.
When personal information is no longer needed, we securely delete it or anonymise it so it can no longer be linked to you.
14. Your rights
Depending on the law that applies to you, you may have rights in relation to your personal information. These may include the right to be informed, the right to access your information, the right to correct it, the right to request deletion in certain circumstances, the right to object to processing (including direct marketing), the right to restrict processing, and the right to withdraw consent where consent is the basis for processing.
You may also have the right to lodge a complaint with the relevant data protection regulator in your country.
To exercise your rights, email info@minichess.co.za or use the Contact Us form on our websites.
15. Marketing preferences
If you receive marketing from us, you can opt out at any time by using the unsubscribe link in our emails, or by contacting us at info@minichess.co.za.
Even if you opt out of marketing, we may still send service messages where needed, such as important updates about registrations or programme administration.
16. Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or operational needs. The latest version will be published on our website.
17. Contact us
Email: info@minichess.co.za
Website: Contact Us Form