13. Attendance, supervising adults and meal

1. Spectators are not permitted. This restriction does not exclude supervising adults required for junior players, arbiters, organisers, venue staff, sponsors, authorised media or other persons approved by the Club.
2. The entry fee includes a small meal for the registered player only. Additional food and refreshments may be purchased directly from the venue. A cash bar will be available. Menu items, prices and availability are controlled by the venue and may change.
3. A player with an allergy, dietary requirement, disability, accessibility requirement or other support need should contact Elizane Marner at elizanemarner@gmail.com or +27 71 183 0796 before entries close. The Club will consider reasonable arrangements but cannot guarantee that every request can be accommodated.
4. Players should not provide detailed medical information through the general registration form. Any sensitive information should be limited to what is reasonably necessary and sent privately to the designated organiser.

14. Prizes

1. All players compete together in one tournament. Awards will be presented for Overall Gold, Overall Silver, Overall Bronze, Top Female Player, Top U13 Player, Top U13 Girl, Top U11 Player, Top U11 Girl, Best Dressed Male Player and Best Dressed Female Player. Players may qualify for more than one award.
2. Gold, Silver and Bronze are awarded to the players who finish first, second and third overall. Top Female Player is awarded to the highest-placed female player. Top U13 Player is awarded to the highest-placed eligible player born in 2013 or 2014. Top U13 Girl is awarded to the highest-placed eligible girl born in 2013 or 2014. Top U11 Player is awarded to the highest-placed eligible player born in 2015 or later. Top U11 Girl is awarded to the highest-placed eligible girl born in 2015 or later. The U13 and U11 age-group categories are separate and do not overlap.
3. A player may qualify for more than one award. Final prize values and prize packages will be officially announced on 25 September 2026. Prizes may include cash and sponsor-provided products, vouchers or other items. Promotional references before the final announcement are indicative and depend on confirmed sponsorship.
4. After the final prize list is published, the Club may substitute an unavailable sponsor-provided non-cash prize with an item of reasonably comparable value. A prize winner who cannot attend prize-giving may designate another person in writing to collect the prize from an arbiter or organiser. Identification or other reasonable verification may be required.
5. The Club may request reasonable evidence of age or category eligibility and may withhold a prize while investigating a material eligibility, cheating or result dispute. The prize must be released once the dispute is resolved in favour of the player.

15. Registration information and false information

1. Players must provide accurate, complete information and promptly correct an honest error.
2. The Club may reject or cancel an entry where materially false or misleading information has deliberately been supplied, including information affecting identity, date or year of birth, age group, prize eligibility, payment, guardian consent, ChessSA or FIDE identification, safety or tournament integrity.
3. Before cancelling for suspected false information, the Club will ordinarily give the player or guardian a reasonable opportunity to explain or correct the information, unless immediate action is justified by safety or fraud concerns.
4. Any refund will be determined fairly, considering the timing, whether the tournament has begun, whether the place can be filled, actual costs and applicable law.

16. Photography, video, names and results

1. Photography and video recording will take place at the tournament for event reporting and future promotion by the Club, toodoo, sponsors and authorised media partners.
2. Any player, or the parent or legal guardian of a junior player, who does not want the player to be identifiable in authorised photographs or video must notify the registration desk on arrival, collect a designated no-photo wristband and ensure that it is worn clearly and visibly throughout the tournament.
3. A player who is not wearing the designated no-photo wristband will be treated as not having opted out of the authorised event photography and publication described in Part C.
4. The player and, for a junior, the parent, legal guardian and supervising adult are responsible for ensuring that the wristband remains visible and that the player avoids posed group photographs. The Club will take reasonable steps to brief authorised photographers and avoid identifiable publication of anyone visibly wearing the wristband.
5. Pairings, results, prize placings, player names, club names and playing categories may be displayed or published as reasonably necessary to run and report on the tournament. Contact details will not be published.
6. The detailed Photography, Video and Results Notice in Part C forms part of these terms.

17. Safety, personal responsibility and property

1. The Club will not proceed unless it and the venue are reasonably satisfied that appropriate safety, emergency and venue arrangements are in place.
2. Players and supervising adults must follow emergency, access-control, health and safety instructions from organisers and venue staff.
3. Players remain responsible for safeguarding their personal belongings. Tournament staff may assist with lost-property enquiries where reasonably possible, but cannot guarantee recovery.
4. The Club, venue and sponsors will not be responsible for loss, theft or damage to personal belongings except where liability cannot lawfully be excluded or where loss was caused by conduct for which liability may not lawfully be limited.
5. A player or guardian must notify an organiser promptly of an accident, safety concern, damaged equipment or threatening conduct.
6. Smoking, vaping and alcohol consumption are not permitted inside the playing venue. Attendees may use only the areas designated for those purposes by Fairy Knowe Hotel.
7. Players, supervising adults and authorised attendees must treat the venue, venue staff, tournament equipment and other attendees with respect, comply with reasonable instructions from arbiters, organisers and venue staff, and keep emergency exits and access routes clear.
8. A parent, legal guardian or authorised supervising adult must directly supervise children whenever they are near or using the swimming pool. Swimming is separate from the tournament programme, and players remain responsible for returning before their next round begins.
9. Fairy Knowe Hotel does not supply pool towels. Anyone intending to swim must bring their own towel and comply with the hotel’s pool rules.

Important risk and liability notice
Participation in an in-person event involves ordinary risks such as travel, slips, accidental property loss, food-allergy exposure and interaction with other attendees. The Club will take reasonable steps to manage foreseeable risks. Nothing in these terms excludes liability for gross negligence, intentional misconduct, personal injury or another liability that South African law does not permit the Club to exclude.

18. Privacy and personal information

1. The Club processes personal information to administer registration, payment, pairings, results, prizes, junior supervision, safety and tournament communication.
2. The Tournament Privacy Notice in Part B explains what is collected, who receives it, how long it is kept and how a person may exercise rights under the Protection of Personal Information Act.
3. Sponsors will not receive player email addresses, mobile numbers or other contact information unless the player gives separate, specific consent.

19. Changes to the tournament and these terms

1. The Club may make a reasonable operational change needed for safety, fairness, final entry numbers, sponsor fulfilment or venue requirements.
2. A material change affecting date, venue, price or the essential nature of the service will be communicated directly to confirmed players and the applicable refund option will be offered.
3. The version accepted at registration will ordinarily apply. A later change required by law or safety may apply immediately, but will not unfairly remove an accrued consumer right.

20. Communications

1. The Club may use the registered email address and mobile number for essential tournament communications, including payment, confirmation, schedule, venue, safety, results and cancellation information.
2. Essential tournament messages are not marketing. The Club will not add a player to unrelated promotional mailing lists without separate consent.
3. A communication sent to the contact details supplied by the player will be treated as properly sent. Players must keep those details current and check spam or junk folders.
4. Important changes to the schedule, venue, tournament officials, pairings or other operational details will be published on the tournament webpage and emailed to registered players where reasonably practical. Urgent changes on the day may also be announced at the venue.

21. General legal terms

1. These terms and the player’s confirmed registration form the agreement between the Club and the player or, for a junior, the player and consenting guardian.
2. If a clause is found invalid or unenforceable, the remaining clauses continue to apply to the extent permitted by law.
3. A delay by the Club in enforcing a right is not a waiver of that right.
4. South African law applies. The parties should first try to resolve a dispute directly and in good faith before approaching a regulator, ombud, tribunal or court with jurisdiction.
5. Consumer complaints may be sent to wildernesschessclub@gmail.com. Privacy and PAIA complaints may also be directed to the Information Officer using the contact details in Part B and Part F.

PART B

Tournament Privacy Notice

Prepared for compliance with the Protection of Personal Information Act 4 of 2013 (“POPIA”)

Who controls the registration information?
Wilderness Chess Club is the responsible party. toodoo.co.za provides tournament webpage and technical hosting services and is also a sponsor, but does not own the registration data or use it for sponsor marketing.

1. Responsible party and Information Officer

This notice applies to tournament registration, payment administration, participation, pairings, results, prizes, event communications, junior supervision, photography preferences and related enquiries.

2. Personal information we may collect

3. How information is collected

• Directly through the registration form, email, telephone, EFT payment and in-person tournament administration.
• From a parent or legal guardian for a junior player.
• From arbiters and tournament systems when pairings, results, rulings and prizes are recorded.
• Automatically through website security logs, essential cookies and permitted analytics or email-delivery tools.
• From a sponsor, venue or service provider where needed to administer an agreement or investigate a legitimate issue.

4. Purposes of processing

• Receive, assess and confirm registrations and payments.
• Identify players and create fair pairings, categories, results and prize records.
• Communicate schedules, confirmations, payment issues, venue information, rule changes and emergencies.
• Manage junior consent, supervision and emergency contacts.
• Consider accessibility, dietary and support requests supplied voluntarily.
• Prevent or investigate fraud, cheating, misconduct, safety incidents or disputes.
• Publish names, clubs, categories, pairings, results and prize placings as reasonably necessary for the tournament.
• Use authorised photography and video for event reporting and future promotion.
• Maintain accounting, legal, insurance, PAIA, POPIA and operational records.
• Secure, maintain and improve the tournament webpage and email delivery.

5. Lawful grounds

1. The Club processes information where the player or guardian has consented; where processing is necessary to conclude or perform the tournament registration agreement; where the Club must comply with a legal obligation; or where processing protects a legitimate interest of the player, Club or another person in a way permitted by POPIA.
2. A player may withdraw consent used for an optional purpose, such as future identifiable promotional photography. Withdrawal does not invalidate processing already lawfully completed and may not remove material already printed or independently republished, although the Club will take reasonable steps regarding future use.

6. Required and optional information

1. Information needed to identify and contact the player, administer payment, determine adult/junior status and run the tournament is required. Without it, the Club may be unable to confirm the entry.
2. Chess club, ChessSA ID and FIDE ID may be optional unless a published tournament rule makes one necessary.
3. A detailed medical history is not required. A person should provide only the minimum information needed for a reasonable support or safety request.