Privacy notice

1. Who is responsible

The organisers of AI Chessathon are responsible for the personal information used to run the event. Contact hello@aichessathon.com with privacy questions or requests.

2. What we collect

We collect the registration details you give us, which are identity and contact details, education or work information, location, professional links, team information, availability confirmations and optional technical background. If you list teammates, you confirm you may give us their names and emails. Listing someone does not register them.

Accessibility or dietary information is optional and may reveal health, disability or belief information. Share only what is needed to support attendance. We ask for separate explicit consent and use it only to support attendance. A CV is also optional and is stored privately.

To prevent abuse we create a short-lived identifier from the network address used to submit the form. We do not store the raw address. The identifier is normally deleted within 48 hours.

3. How and why we use information

We use core registration information to administer the competition, communicate with applicants, form teams where requested, assess registrations, keep the event secure, and run the online qualification and the London final. Our lawful bases are taking steps at your request, administering the competition under its terms, and our legitimate interest in running a fair and secure event.

Optional accessibility or dietary information is used only with your explicit consent, and only to support attendance. CV upload is optional. If you qualify for the London final, you may choose whether to share your CV with Optiver for recruitment-related opportunities. This choice does not affect eligibility, ranking, judging, selection, attendance, or prizes. An optional registration checkbox records only whether you want to be contacted if you qualify, so that later choice stays yours.

4. Who receives information

Access is limited to authorised AI Chessathon organisers and the service providers that host the website, database, private file storage, confirmation email, analytics and error monitoring. Those providers process information under their own security and data-processing terms.

Reaching a London seat or qualifying for the final does not by itself authorise sharing your CV with Optiver. The named participant must reconfirm at the finalist stage before any CV is transferred to Optiver. Optiver has no routine access to the registration database, file storage or any admin dashboard. If a CV is shared after that confirmation, Optiver may process it independently for recruitment and should provide its own privacy information.

Some service providers may process information outside the United Kingdom. Where transfer rules apply, we require an appropriate legal mechanism and safeguards.

5. Security

Registration records are not publicly readable, apart from the team name, bot name and university shown on the leaderboard and the display name shown to signed-in participants on the Daily Five ranking. CVs are held in private storage with short-lived, single-path upload permission and no public file URL. Participation-support information is kept separate from routine reviewer data. No internet service can be guaranteed completely secure. We use access controls and data minimisation to reduce risk.

6. Cookies and analytics

The site sets cookies it needs to work, including sign-in session cookies, and analytics cookies that let us count visits, see which pages are used, and see where people stop during registration and submission. Analytics and error monitoring are processed by providers hosted in the European Union.

On public pages we record a limited replay of on-page activity to diagnose interface problems. Recording is off on registration, dashboard and admin pages, and form input values are masked. Error monitoring records the page address, browser type and technical details of a fault. None of this is used for advertising or profiling, and none of it is sold.

Analytics records are kept for no more than 3 months. To opt out of analytics, enable your browser's Do Not Track setting or contact hello@aichessathon.com.

7. How long we keep information

We plan to delete routine registration data and CVs no later than 12 months after the London final, unless you ask for a shorter period or a dispute or legal obligation requires a longer one. Participation-support information is deleted no later than 90 days after the final. Incomplete CV-upload sessions and their application data are deleted automatically when the upload window expires. A minimal factual event record may be kept in the public archive. It will not include private application data without permission.

8. Your choices and rights

You may request access, correction, deletion, restriction or portability, or object to certain uses, subject to applicable law. To withdraw optional CV-contact interest, support-information consent or a later finalist-stage CV-sharing confirmation, email hello@aichessathon.com. Withdrawal does not affect earlier lawful use, or your eligibility, ranking, judging, selection, attendance or prizes.

You may also raise a concern with the UK Information Commissioner’s Office. Contact us first so we can try to resolve it.

9. Changes

We may update this notice when event operations or service providers change. Material changes get a new version and, where appropriate, are communicated to registered participants.