Privacy Policy

We process the data an academy enters or connects in order to run its operations:

• Account data: names, email addresses, and roles of academy staff
• Student and guardian data entered by the academy: profiles, enrollment, attendance, notes, and contact details
• Chess data: linked Lichess or Chess.com identifiers, imported games, ratings, and engine analysis results
• Billing data: invoices, payment status, and receipts (card and bank details are handled by Razorpay or Stripe, not stored by ChessCore)
• Usage data: logs needed to operate, secure, and improve the service

Data is used to provide the service the academy signed up for: scheduling, attendance, billing, game analysis, reports, AI assistance, and communication with families. We do not sell personal data, and we do not use your academy's data to train AI models.

ChessCore's AI copilot, and AI agents the academy connects through the ChessCore API, work with the academy's own records, including student and guardian names, contact details, class notes, and progress, so that answers and drafts are accurate and personal. This data is sent to our AI provider (Google Cloud Vertex AI) only to produce the requested result, under a contract that does not allow it to be used for training. Passwords, access keys, and login links are never sent to an AI model.

Chess evaluations come from the Stockfish engine, and numbers in reports come from the database, not from a model. Messages the AI drafts for families are reviewed by academy staff before they are sent, unless the academy has turned on automatic sending for a routine message.

Most students on ChessCore are children. When a parent or guardian accepts this policy (when they set up their parent account, or when they submit a booking, enrollment, or registration form), they agree, for themselves and for each child linked to them, that the academy and ChessCore may:

• Use the child's class information to run classes: profile, date of birth, attendance, homework, games, ratings, progress, and coach notes
• Contact the parent by email, phone, SMS, or WhatsApp about classes, schedules, reminders, fees, receipts, progress, and academy announcements
• Use AI features on this information as described in section 3
• Link and import the child's Lichess or Chess.com games when the academy connects them

Recording a class on video is the one use that needs separate permission. An academy can record a child only after the parent has said yes to recordings for that child, and the parent can withdraw that permission at any time in the parent portal. A child's data is never used for advertising or sold.

Parents can mute any kind of message in the parent portal settings, or reply STOP to a WhatsApp message, and the academy will stop sending that kind of message. Receipts and invoices may still be sent because they are part of the service the parent is paying for.

Every academy's data is isolated from every other academy's, enforced at the database layer. Access is role-based, actions are audit-logged, data is encrypted in transit, and rating history is append-only so records cannot be silently rewritten.

We keep data for as long as the academy's account is active or as needed to provide the service. Notification records are purged automatically after a retention window. When an academy closes its account, its data is deleted on request, subject to legal retention obligations such as tax records.

We rely on a small set of processors to operate: payment providers (Razorpay, Stripe), communication channels (WhatsApp Business, email), our AI provider (Google Cloud Vertex AI), chess platforms the academy connects (Lichess, Chess.com), and hosting infrastructure. Each receives only the data needed for its function.

On this public website (chesscore.io) we use Microsoft Clarity, and may use Google Analytics, to understand how visitors use the site: which pages are viewed, how people click and scroll, and session recordings of those interactions. These tools use cookies or similar technologies and process device and browser details and an approximate location derived from your IP address. Clarity masks text typed into form fields by default. This applies to the marketing website only, never to the student, guardian, or academy data inside the ChessCore product.

Microsoft and Google process this data under their own privacy statements (privacy.microsoft.com and policies.google.com/privacy). You can block these cookies in your browser settings without losing access to anything on the site.

Depending on where you live, including under India's DPDP Act and the EU's GDPR, you may have rights to access, correct, export, restrict, or delete your personal data, and to withdraw your agreement to this policy. Requests can be made through your academy or directly to us at [email protected], and we respond within the timelines the applicable law requires.

If this policy changes in a way that matters, we will notify academy owners by email and note the new date at the top of this page.