Privacy Policy

Last updated 16 September 2026

This policy explains what Envisions Chess Academy LLP, trading as Envision Chess Academy (“we”, “us”, “our”), does with personal information when you use our website, book a demo class, enrol a student, or sign in to our learning platform.

Most of our students are children, so this policy says plainly what we collect about them, what we do not, and what a parent can ask us to change or delete. It should be read with our Terms and Conditions and Refund Policy.

Table of contents

1. WHO WE ARE AND WHAT THIS COVERS

We are a limited liability partnership registered in India at 20, Dr Jagabandhu Lane, Kolkata 700 012, West Bengal, India, GSTIN 19AALFE6840P1ZN. We are the data fiduciary for the information described here, which means we decide why and how it is used and we are answerable for it.

This policy covers www.envisionchessacademy.com, the student, parent and coach dashboards, our chess training tools, our WhatsApp messaging, and information we hold about students who attend classes at our Kolkata centres.

2. WHAT INFORMATION WE COLLECT

In Short: Contact details, coaching records, and anonymous website measurement. We do not collect payment card details, home addresses, dates of birth or school names.

Information you give us

• Account details: the student’s name and username, email address and mobile number, the parent or guardian’s name and email address, city and country, and gender where you choose to give it.
• Chess details: the student’s playing level, FIDE ID and rating where you give them, and a Lichess or Chess.com username if you choose to link one.
• Sign-in credentials: a password, which we store only as a one-way hash and never in a readable form.
• Enquiries and bookings: what you tell us when you book a demo class, ask a question, or write to our team.

Information created as the coaching runs

• attendance records, batch and coach assignments, and pause or withdrawal history;
• homework submissions, games played on the platform, and analysis of them;
• assessment reports, internal levels and ratings, and coach notes about progress;
• tournament entries and results;
• invoices, fee plans, credit balances and payment status — but not your card, UPI or bank details, which go directly to Razorpay and never reach us.

Information collected automatically

• Security records: failed sign-in attempts and account lockouts, and password-reset requests, so that accounts can be protected.
• Website measurement: anonymous usage data described in section 10.

What we do not collect

We do not ask for a student’s date of birth, home address, school name, identity document or biometric information, and our systems have no field to store them. We do not collect payment card or bank account numbers. Please do not send us any of these.

3. CHILDREN’S INFORMATION

In Short: A parent or guardian opens the account and gives consent. A parent can see, correct or delete everything we hold about their child.

Our service is aimed at children learning chess, and we collect their information knowingly and with their parent’s involvement. An account for a student under 18 must be created and operated by a parent or legal guardian, who gives consent on the child’s behalf. We treat the registration of an account by a parent, with their own name and email address recorded alongside the student’s, as that consent.

We keep children’s information to what coaching actually needs:

• we do not ask children for information directly outside the lesson context;
• we do not publish a student’s full name, school, address or contact details anywhere;
• we do not use children’s images or details in paid advertising targeted at children; and
• we do not sell children’s information, and we do not share it with anyone except the service providers listed in section 12.

A parent or guardian may at any time ask to see everything we hold about their child, have it corrected, withdraw a consent, or have the account and its data deleted, by writing to info@envisionchessacademy.com. We act on such requests as described in section 17.

If you believe a child’s information has reached us without a parent’s consent, tell us and we will delete it.

4. HOW WE USE YOUR INFORMATION

We use personal information to:

• create and run accounts, and place a student in the right batch;
• deliver classes, issue joining links, and record attendance;
• set homework, review games and write assessment and progress reports;
• run internal tournaments and enter students for external ones;
• raise invoices, take payments through Razorpay, and chase overdue fees;
• send the service messages described in section 6;
• answer questions, handle complaints and resolve disputes;
• keep accounts secure — detecting unusual sign-ins, investigating account sharing, and looking into fair-play concerns;
• understand how our website is used, so that it can be improved; and
• meet our legal, tax and accounting obligations.

We do not sell personal information, and we do not share it with anyone for their own marketing.

We do not make decisions about a student purely by automated means. Assessments, level placement and fair-play rulings are made by coaches and staff, with the platform only assembling the information they look at.

5. OUR LEGAL BASIS FOR USING IT

Under the Digital Personal Data Protection Act, 2023 we rely on:

• Your consent, given when a parent or adult student registers an account, for processing the student’s information in order to provide coaching. Separate consent is asked for publicity use of photographs and for marketing cookies, and each can be withdrawn on its own.
• Performance of our agreement with you, for delivering the classes you have paid for, issuing invoices and taking payment.
• Compliance with law, for tax and accounting records, and for responding to lawful requests.

Where you withdraw a consent, we stop the processing that relied on it. That does not undo processing already carried out, and it may mean we can no longer deliver the coaching — see section 16.

6. WHATSAPP, SMS AND EMAIL

In Short: We message you on WhatsApp about classes, fees and your account. Those messages are part of the service. Marketing messages are separate and you can stop them.

We send messages to the mobile number and email address on your account, through Meta’s WhatsApp Business Platform, SMS, email and notifications inside the platform. Service messages include class reminders and joining links, attendance updates, schedule and coach changes, fee and invoice reminders, payment confirmations, demo and booking confirmations, assessment reports, and password-reset and account-security messages.

What Meta sees. To deliver a WhatsApp message we pass your mobile number and the content of that message to Meta, which handles it under its own terms. We do not give Meta your other account details for messaging purposes.

What we keep. Messages you exchange with us on WhatsApp — in both directions, including images or files you send — are stored against your record so that our team can see the history of a conversation and answer you properly. They are kept for 24 months.

Your choices. You cannot switch off service messages while an enrolment is active, because they are how the coaching is delivered. You can stop promotional messages at any time by replying STOP on WhatsApp or writing to info@envisionchessacademy.com, without affecting your classes.

Tell us straight away if your mobile number changes or is reassigned. Until you do, messages including class links and security codes will keep going to that number.

7. CLASS RECORDINGS

Online classes are held over Google Meet or a similar service. We may record a session for coaching quality, coach training, safeguarding and resolving disputes. A recording may capture a student’s image, voice, name and whatever is visible behind them.

Recordings are accessible only to the coaches and staff who need them for those purposes. They are not published, not shared with other parents, and not used for marketing. We keep them for 6 months and then delete them, unless one is needed for an ongoing complaint or investigation.

If you would prefer a particular session not to be recorded, tell us before it starts. You can also ask a student to keep their camera off, though coaches usually find it easier to teach when they can see the board and the student.

8. PHOTOGRAPHS AND PUBLICITY

We use a student’s photograph, first name, tournament result or rating achievement in our website content, social media and marketing only with your consent, which we ask for separately from the account registration itself. Refusing has no effect on the coaching.

You can withdraw that consent at any time by writing to info@envisionchessacademy.com. We will stop using the material and remove it from the channels we control within a reasonable period. Material already printed, or already shared onward by other people, may not be fully recoverable.

9. COOKIES AND YOUR CHOICES

When you first visit our site we ask which cookies you are willing to accept. Your choice is stored for a year, and you can change it at any time from the cookie settings link in the site footer. There are three groups:

Refusing analytics or marketing cookies does not reduce anything you can do on the site or in the portal. Until you accept marketing cookies, no advertising script loads at all.

10. HOW WE MEASURE OUR WEBSITE

In Short: Our own measurement, on our own servers. No Google Analytics, no IP addresses, nothing tied to your account.

We do not use Google Analytics or any third-party analytics service. Measurement is done by our own code and stored in our own database, and it is deliberately limited. When analytics cookies are accepted, we record:

• the page path — never the query string, because query strings can carry personal data;
• the first page of the visit, and the referring website’s domain only;
• campaign tags in the link you arrived through;
• a random session identifier and a random returning-visitor identifier, neither of which is linked to any account;
• whether the device is a phone, tablet or desktop;
• the country, derived at our edge, with no city and no IP address stored;
• how long a page was open, and clicks on contact and call-to-action links.

We do not store your IP address in these records, and we cannot connect them back to a named student or parent. We keep them for 26 months.

11. ADVERTISING AND THE META PIXEL

We advertise our courses on Facebook and Instagram. When you accept marketing cookies, we load the Meta Pixel, which tells Meta that a browser visited a page of our site or completed an action such as booking a demo. Until you accept, the pixel does not load.

Conversions API. We also send Meta a server-side record of the same conversions, so that our advertising can be measured when a browser blocks scripts. Where that record includes an email address or mobile number, it is irreversibly hashed before it leaves our servers — Meta receives a one-way SHA-256 value that it can match against its own hashed records, not a readable address or number.

Enquiry progress. When an enquiry moves forward — a demo is booked, attended, or turns into an enrolment — we send Meta an event saying that a conversion of that stage happened, so that we can tell which adverts bring families who actually enrol. These events carry the hashed identifiers described above and the stage reached, not coaching records, assessments or fee details.

Meta acts as an independent controller of the data it receives and uses it under its own policies. You can limit how Meta uses information about you in your Facebook or Instagram ad settings, and you can stop us sending it by refusing marketing cookies.

12. WHO WE SHARE INFORMATION WITH

We do not sell personal information. We share it only with the providers we need in order to run the academy, each of which acts on our instructions:

We may also share information with our accountants and professional advisers, and where we are required to by law, by a court, or to protect the safety of a student. Lichess and Chess.com receive nothing from us; linking an account only lets us read what is already public there.

13. WHERE YOUR INFORMATION IS PROCESSED

We are based in India and our records are held with providers we choose for that purpose. Several of the services listed above — including Meta, Google, Cloudinary and our email provider — operate globally, so your information may be stored or processed outside India.

Where that happens we rely on the contractual terms those providers offer, and we do not transfer personal data to any country that the Government of India has restricted for this purpose.

14. HOW LONG WE KEEP IT

We may keep information for longer where it is needed for an unresolved complaint, a fair-play investigation or a legal claim, and only for as long as that lasts.

Assessment reports written about a student are kept as part of their coaching history even after a demo account or booking is removed, so that a returning student’s progress is not lost. You can ask us to delete them under section 16.

15. HOW WE PROTECT IT

Passwords are stored only as one-way hashes. The site is served over encrypted connections. Sign-in attempts are rate-limited and accounts lock after repeated failures. Access to student records inside the platform is limited by role, so a coach sees the students they teach rather than the whole academy, and administrative actions are logged.

No system is completely secure, and we cannot guarantee that information will never be compromised. If a breach occurs that affects your personal data, we will notify you and the Data Protection Board of India as the law requires. Please tell us at once if you think your account has been accessed by someone else.

16. YOUR RIGHTS

In Short: You can see what we hold, correct it, delete it, withdraw a consent, or complain — and a parent can do all of this for their child.

Under the Digital Personal Data Protection Act, 2023 you have the right to:

• Access — a summary of the personal data we hold about you or your child and what we do with it;
• Correction and completion — have inaccurate or incomplete information put right;
• Erasure — have information deleted where we no longer need it for the purpose it was given for, and where no law requires us to keep it;
• Withdraw consent — as easily as you gave it;
• Grievance redressal — a first response from us before you go elsewhere; and
• Nominate — name another person to exercise these rights if you are unable to.

You can also update most account details yourself from your dashboard, which is usually faster than writing to us.

Withdrawing consent for the processing needed to deliver coaching means we can no longer provide the classes, and the enrolment will end. Withdrawing consent for photographs or marketing has no effect on the coaching at all.

If you are in a country with additional rights — for example the UK or the European Economic Area — we will honour a request made under your local law where it applies to us.

17. HOW TO EXERCISE YOUR RIGHTS

Write to info@envisionchessacademy.com from the email address on the account, or use our online request form. Tell us the student’s name and what you want us to do.

We will acknowledge within 24 hours and respond within 15 days. We may need to verify who you are before acting, particularly for a deletion request or where a request concerns a child, and we may ask you to confirm which student a request relates to when one phone number or email address covers several accounts. There is no charge.

18. GRIEVANCE OFFICER

If you are unhappy with how we have handled your information or your request, contact our Grievance Officer, who is also our contact point for data protection questions:

• Sayantan Chandra, Envisions Chess Academy LLP
• 20, Dr Jagabandhu Lane, Kolkata 700 012, West Bengal, India
• Email: info@envisionchessacademy.com
• Phone: +918618037398

We aim to resolve complaints within 15 days. If you remain dissatisfied, you may complain to the Data Protection Board of India.

19. OTHER SITES AND SERVICES

Our site and platform link to services we do not control, including Lichess, Chess.com, Google Meet, Razorpay and our social media pages. This policy does not apply to them. Please read their own privacy policies before giving them information, and note that a child using an external chess site does so under that site’s rules and your supervision.

20. CHANGES TO THIS POLICY

We may update this policy. The version on this page, with the “last updated” date above, is the one that applies. Where a change materially affects how we use your information, we will tell you by email, WhatsApp or a notice in the platform before it takes effect, and ask for fresh consent where the law requires it.

21. HOW TO CONTACT US

Envisions Chess Academy LLP
20, Dr Jagabandhu Lane, Kolkata 700 012, West Bengal, India
GSTIN 19AALFE6840P1ZN
Email: info@envisionchessacademy.com
Phone: +918618037398