Legal Notice | Palm Beach Chess

Palm Beach Chess Legal Notice

Effective March 1, 2018 (Revised Version)

1. Organizational Structure & Legal Separation

Palm Beach Chess (“PBC”) is a Florida-based organization that supports and coordinates chess programming with independently operated member schools, clubs, and affiliated organizations nationwide.
Each affiliated Palm Beach Chess program, school, or partner entity operates as a separate and independent organization. Each is governed by its own director, board, committee, or governing authority and is solely responsible for its operations, including but not limited to:

• Student and participant safety
• Compliance with applicable federal, state, and local laws
• Employment and personnel matters
• Facility use and site conditions
• Financial management
• Program implementation and policies

Each local entity maintains exclusive authority over hiring, termination, job duties, compensation, and personnel decisions. The national Palm Beach Chess organization does not control employment practices, operational decisions, or day-to-day activities of affiliated programs and is not responsible for their actions, omissions, or liabilities.

2. Privacy Policy
PBC respects the privacy of all participants and site visitors. We collect and use personal information solely for legitimate program administration, safety, communication, and service delivery purposes.

Information We May Collect
We may collect personal information when you:
• Register for programs or events
• Contact us with inquiries
• Submit forms or applications
• Participate in surveys or optional communications
• Make donations or payments
This may include names, contact information, emergency contact details, and limited program-related data.

Use of Information
Collected information may be used to:
• Administer programs and communicate with participants
• Provide updates, scheduling, and operational notices
• Process registrations and donations
• Improve services and program quality

We do not sell personal information.

PBC may share limited data with trusted service providers or affiliated program operators strictly for program administration purposes. We may also disclose information if required by law, subpoena, court order, or governmental authority.

Email & Communications
Participants may opt in to receive communications and may opt out at any time.

3. Donations & Mailing Lists
From time to time, donor contact information may be shared with vetted nonprofit organizations through limited exchange programs. Email addresses are not shared in these exchanges. Donors may opt out of such exchanges at any time by contacting PBC.

4. Online Safety & Minors
While PBC encourages youth participation, we recommend that parents or guardians supervise all online activity. Children should not submit personal information without parental consent.

5. Third-Party Websites
PBC may link to external websites for convenience. We are not responsible for the content, security, or privacy practices of third-party sites.

6. Liability Waiver (Release of Claims)
By participating in any PBC program or affiliated event, participants and/or their parent or legal guardian agree to release, indemnify, and hold harmless Palm Beach Chess, its officers, employees, contractors, volunteers, and affiliates from any and all claims, liabilities, damages, or expenses arising from participation in programs, events, or activities, whether on-site, online, or off-site.

7. Media & Marketing Release
Participants and/or guardians grant permission for PBC to use photographs, video recordings, or likenesses taken during program participation for promotional, educational, or informational purposes unless a written opt-out request is submitted.

8. Late Pickup Policy
Timely pickup is required to ensure staff supervision compliance.
Late pickup fees:
• 0–5 minutes: No charge
• 6–20 minutes: $10
• 21–30 minutes: $20
• 31–60 minutes: $45
Repeated late pickups may result in program suspension or dismissal.

9. Refund Policy
Refunds for after-school programs are as follows:
• 100% refund after the first session
• 50% refund after the second session
• No refunds after the third session
No refunds are issued for missed sessions or early withdrawal after the refund window closes.

10. Code of Conduct & Discipline Policy
All participants are expected to maintain respectful conduct toward staff, peers, facilities, and equipment.
Prohibited Conduct Includes:

• Verbal abuse, discriminatory language, or harassment
• Physical aggression or fighting
• Possession or use of drugs, alcohol, tobacco, or weapons
• Disruptive or unsafe behavior

Disciplinary Actions May Include:

1. Verbal warning
2. Temporary removal from activity
3. Suspension (1–3 days or longer)
4. Expulsion from the program

Immediate removal may occur if participant behavior poses a safety risk.
PBC reserves the right to dismiss any participant whose behavior disrupts program operations or endangers others.

11. Health, Allergies & Medical Responsibility
Parents/guardians are responsible for informing staff of all medical conditions and allergies. Written medical documentation may be required for serious allergies or conditions and should be updated annually.
PBC is not responsible for adverse reactions when information is not properly disclosed.

12. Illness & Communicable Disease Policy
Participants exhibiting symptoms of contagious illness, including COVID-19 or similar conditions, should not attend programming until medically cleared when appropriate. Staff may be required to pause participation if symptoms are observed.

13. Information Accuracy
Participants and guardians agree that all registration information provided is accurate and will be updated as necessary. PBC is not a licensed daycare provider.

14. Policy Updates
PBC reserves the right to update or modify this Legal Notice and related policies at any time. Continued participation constitutes acceptance of updated terms.

15. Contact Information
For questions, data requests, or policy inquiries:
Email: nmbtillis@gmail.com

Last updated: May 1, 2026