Security & trust
Built for academies that teach minors
Before copilot chat, report drafts, game reviews and class summaries reach a model, chess academy AI data protection masks contact details and replaces or shortens student names. Selected-text rewrites and raw class audio are exceptions, explained in section 3 of the binding privacy notice.
How it's built
Six protections, always on
The same protections apply on the free plan and the enterprise plan. Safety is not a pricing tier.
Tenant isolation at the database
Row-level security in the database scopes academy records to your academy. Staff permissions further limit the records a person can access.
Personal details masked before AI
Before copilot chat, report drafts and game reviews reach a model, contact details, ID numbers and dates are masked and student names are replaced or shortened. Class audio sent for transcription cannot be masked; see the privacy notice for how it is handled.
Guardian consent on record
For every minor, consent is captured from a guardian, versioned, and renewable. What data is used for what purpose is recorded, not assumed.
Append-only history
Rating records can only be added to, never silently rewritten. A student's progress history stays trustworthy because it physically cannot be edited in place.
An audit log nobody can edit
ChessCore keeps an audit log of who did what and when. Owners and admins can search it, and nobody can edit it. Disputes get answered with records, not memories.
Roles that limit reach
By default, AI approval controls ask before a copilot change. Staff can opt into auto mode for ordinary changes. High-stakes actions need a second person, and approval decisions never auto-run.
Mia G. · minor
Diego Garcia · guardian
Wei asked · $180 · Garcia
Hannah · second approver · waitingThe hard lines
What ChessCore will never do
These are commitments enforced in the product's architecture, the same on every plan:
- Let an AI evaluate a chess position or invent a number
- Let the assistant approve a high-stakes action
- Share or sell student or family data
- Rewrite a student's rating history in place
- Let one academy see another academy's data
Found a vulnerability? Write to hello@chesscore.io and we will respond promptly. We are grateful to anyone who reports responsibly.
Who sees what
Roles and access
Chess academy software permissions decide what each signed-in person can see and do. Coaches work within their assigned batches; this is not branch-level data separation.
| Action | Owner | Admin | Finance | Operations | Coach | Counsellor | Sales |
|---|---|---|---|---|---|---|---|
| Use the copilot | Yes | With an owner's grant: If an owner grants it | With an owner's grant: If an owner grants it | With an owner's grant: If an owner grants it | Yes | Not listed on this page | Not listed on this page |
| Approve a high-stakes request (never their own) | Yes | Yes | Yes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page |
| Search the action history | Yes | Yes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page |
| Remove a staff member (always logged) | Yes | Yes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page |
| Create custom roles and adjust one person's permissions | Yes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page |
| Export the student roster (each export logged) | Not listed on this page | Yes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page |
| See students and classes | Not listed on this page | Not listed on this page | Not listed on this page | Not listed on this page | Own batches | Not listed on this page | Not listed on this page |
Built-in roles
ChessCore has separate roles for owners, admins, operations, coaches, finance, counsellors and sales, plus portals for parents, students and partner schools.
Custom roles and per-person changes
Owners can create custom roles and adjust an individual staff member's permissions.
Coaches see their own batches
Coaches see the students and classes in the batches they teach.
An audit log you can search
Chess software AI audit logs cover two records. The action history records who did what, and owners and admins can search it. AI usage logs record the model and token counts, not prompt text.
Removing a staff member
Owners and admins can remove staff, every removal is logged, and an academy can never lose its last owner.
Sign-in and recovery
Anyone can reset a forgotten password by email, and protect their account with two-factor authentication or a passkey.
Noor · front desk
Signed in as Coach Elena
Coach MarcusRedacted action-history example for Knight's Gate, a made-up academy, not a customer result: actor [staff hidden]; action data.export; target tenant [hidden]; metadata [redacted]. Staff with audit-read permission can export filtered action history as CSV or JSON, up to 10,000 rows per export. Filter by action, actor, record or date range; narrow the dates if the result is truncated. This is an action-history export, not a transcript of AI prompts.
Keeping and deleting
How long data is kept
Assistant conversations
Assistant conversations are saved in your academy account so you can return to them. Staff can archive a conversation; an archived conversation is hidden, not deleted.
When a family's data is erased
Family erasure anonymises personal details first. The remaining chess history becomes eligible for permanent deletion after a 30-day grace period, with exceptions for shared guardians and legal holds. De-identified billing records, consent records and audit history remain.
What the assistant remembers
Your academy controls whether the assistant remembers facts about each student, and can erase that memory.
Before leaving, export your student roster as CSV or JSON and check the names, status, join dates and primary guardian contacts. Roster exports are capped at 10,000 students. Request signed JSON exports for family data-access requests separately. There is no one-click whole-academy export. Keep your downloaded copies securely, remove departing staff and arrange any erasure request with your academy administrator before closing access. Archiving a conversation does not erase it.
Database backup and restore scripts are operated by the service team; a roster export is not a database backup. The repository config sets retention for 14 full backups, not a guaranteed number of days. Confirm the deployed backup window and recovery arrangements with ChessCore before offboarding. We do not publish a tested recovery-time guarantee here.
Retention defaults, erasure and legal holds are set out in section 8 of the binding privacy notice.
AI chess coaching data privacy
How data flows
What goes to an AI model, why, who handles it, how long it stays, and what you control. Where we have not yet published an answer, the table says so.
| Data | Why it is used | Who processes it | How long it is kept | Your control |
|---|---|---|---|---|
| Questions staff type to the copilot | To answer the question from your academy records or draft text | The AI model provider your academy uses, after email addresses, phone numbers, ID numbers, dates and the names of students on your roster are masked. If the roster cannot be loaded, the copilot does not answer. | Saved in your academy account so you can return to the conversation. Archiving a conversation hides it; it is not deleted. Cleared when a family's data is erased. | Copilot users choose from the AI models your academy allows. Staff can archive a conversation. |
| Records the copilot looks up | To answer from your current records | The AI model provider, with names replaced by placeholders and email addresses, phone numbers and guardian contact details removed | Not published yet | Not published yet |
| Progress report details | To draft the report text | The AI model provider, which sees the student as a first name and last initial, with contact details masked | Not published yet | Not published yet |
| Games and engine results | To explain a game or a move in plain words | The AI model provider, with player names in the game file masked and explanations written from masked engine output | Not published yet | Not published yet |
| A coach's shorthand for a parent message | To draft the message | The AI model provider, after contact details and names are masked | Not published yet | The drafter only produces a draft. It does not send. |
| Class transcripts | To draft a class summary | The AI model provider, with names and contact details masked in the transcript | Not published yet | Not published yet |
| What the assistant remembers about a person | To recall facts about a student, guardian or coach in later conversations | ChessCore | Until your academy erases it. Memory about a child needs a consent record. | Switch memory on or off for each student, guardian or coach, and erase what it remembers. |
| A family's records after erasure | Billing records are kept for legal record-keeping | ChessCore | Chess history is eligible for deletion after a 30-day grace period, subject to shared-guardian and legal-hold exceptions. De-identified billing records, consent records and audit history remain. | Admins can export the student roster as CSV or JSON, and each export is logged. Family data-access exports are signed JSON files, not a whole-academy export. |
AI usage logs record which model ran and how many tokens it used, not the prompt text. Two features send content without masking: text a staff member selects for rewriting, and the audio of a recorded class sent for transcription. The providers are named in section 3 of the binding privacy notice. How long a provider keeps what it receives is set by its contract, and we have not published those terms yet. Where the application and database are hosted, and which region AI requests are processed in, are not published yet either.
For what the copilot drafts and what waits for a person, read what the AI copilot drafts and what needs approval.
Questions
Security questions, answered
Short answers from this page. The binding text is the privacy notice.
Can one academy see another academy's data?
No. Row-level security in the database scopes academy records to your academy, and staff permissions further limit the records a person can access.
What is masked before an AI model sees it?
Email addresses, phone numbers, ID numbers, dates and the names of students on your roster are masked before copilot chat, report drafts, game reviews and class summaries reach a model. Two features send content without masking: text a staff member selects for rewriting, and the audio of a recorded class sent for transcription.
Does ChessCore keep the text of AI prompts?
AI usage logs record which model ran and how many tokens it used, not the prompt text. Assistant conversations are saved in your academy account so you can return to them; archiving hides a conversation, it does not delete it.
Who can approve a refund or an invoice marked paid?
Owners, admins and finance staff, and never the person who asked. The assistant cannot approve a high-stakes action, and approval decisions never auto-run.
Are the protections different on the free plan?
No. The same protections apply on the free plan and the enterprise plan.
Where is data hosted, and how long do AI providers keep it?
Where the application and database are hosted, and which region AI requests are processed in, are not published yet. How long a provider keeps what it receives is set by its contract, and those terms are not published yet either.
Can I export all of my academy's data?
There is no one-click whole-academy export. Admins can export the student roster as CSV or JSON, capped at 10,000 students, and each export is logged. Family data-access exports are signed JSON files, requested separately.
How do I report a vulnerability?
Write to hello@chesscore.io and we will respond promptly.
Get started
Start building a smarter academy
We set up your academy with you: roster import, Lichess and Chess.com connections, batches, and fee plans.
- Tenant isolation
- Personal details masked for AI
- Guardian consent
- Full audit trail