Silicon Valley Chess Academy Privacy Policy & Class Guidelines

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Privacy Policy

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1. Introduction & Who We Are

Silicon Valley Chess Academy (“SVC Academy,” “we,” “us,” or “our”) is a children's chess education program serving students ages 4–14 across the San Francisco Bay Area — In-Person campuses in Palo Alto, Sunnyvale, and Cupertino, plus Online classes available anywhere.
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We are committed to protecting the privacy of our students and their families. This Privacy Policy explains what information we collect, how we use it, and the rights you have as a parent or guardian. Because our program is directed toward children under the age of 13, we comply with the Children's Online Privacy Protection Act (COPPA) and the California Consumer Privacy Act (CCPA/CPRA). All personal information is collected from parents or guardians only — never directly from children.
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2. Information We Collect

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We collect information only from parents and guardians during the registration process.
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From Parents & Guardians:
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• Full name and contact details (email address, phone number)
• Child's first and last name
• Child's age and date of birth
• Child's chess experience level
• Payment information (processed securely through our payment provider; we do not store card details)
• Any special notes you choose to share (e.g., allergies, behavioral considerations)
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We Do Not Collect:
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• Information directly from children
• Social Security numbers or government IDs
• Precise geolocation data
• Biometric data

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3. How We Use Your Information

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We use the information we collect solely to operate and improve our chess program. Specifically, we use it to:

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• Enroll your child in classes and manage attendance
• Communicate with you regarding class schedules, updates, and program news
• Send newsletters and program-related announcements
• Process payments for classes and packages
• Respond to your questions and support requests
• Ensure the safety and well-being of all students

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We will never use your information for purposes unrelated to our program without your explicit consent.

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4. Photo & Video Policy

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We take monthly photos at each campus to celebrate student progress and share the joy of chess with our community. These photos may be used on our website, social media, and newsletters.

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Photo & Video Use Requires Your Opt-In

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We will only photograph or use images of your child if you have given us explicit written consent. You will be asked to opt in during registration. You may withdraw consent at any time by emailing hello@sv-chess.com.

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With your consent, photos may be used for:

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• The SVC Academy website (svchess-academy.org)
• Official SVC Academy social media accounts (Instagram, Facebook).
• SVC Academy newsletters and email communications.
• Internal program documentation and records.

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Our Commitments:

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• We will never sell or license photos of your child to any third party
• We will never tag children by their full names on public social media
• Photos used on social media will typically show groups of students rather than individual identifiable portraits, unless you have specifically consented to individual use
• You may request the removal of any photo at any time

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5. Online Class Recordingy

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Separately from the photo/video consent above, registering your child for an Online class means Online sessions may be recorded, both for internal purposes (coach review, quality assurance, training) and for marketing use, such as our website and social media. This is a standard part of the Online class format, similar to how a live classroom session would be observed.

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• You may request a camera-off or no-recording exception for your child.
• You may withdraw recording consent at any time — just email hello@sv-chess.com.
• Recordings are stored securely, access is limited to SVCA staff, and are retained only while your child is enrolled, plus 12 months.

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Class Guidelines

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1. Trial Class

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We offer every new student one Trial class, at 50% off the standard drop-in rate for their level, so you and your child can experience SVC Academy before committing. This is a one-time offer per student, not per level.

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• Fill out our registration form at the registration page.
• You will receive an email with class details and confirmation.
• No Enrollment Fee is required for the trial class itself.
• If you enroll afterward, the trial doesn't count toward your first billing month — billing starts fresh from your actual signup.

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2. Enrollment Fee

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A one-time Enrollment Fee applies the first time your child enrolls beyond the trial class. It's never charged again for that student, even after a gap in enrollment.

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3. Levels & Pricing

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Students are placed into one of five levels — Seeds, Builders, Thinkers, Warriors, or Contenders — based on an assessment made during their trial class, not a formal rating. Each level has its own class length and pricing.

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Online classes are offered for Builders, Thinkers, and Warriors, and require a minimum of 2 enrolled students to run.

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4. Monthly Membership & Drop-Ins

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SVC Academy runs on simple monthly billing rather than fixed seasonal packages, so you can start anytime:

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• Monthly billing = your level's drop-in rate × 4 weeks, with one class per week included. If a month has 5 class dates, the 5th is free.
• Billing is individualized to your child's own signup date, not a shared calendar month — so there's no need to wait for a new “season” to start.
• Prefer no commitment? Join any single class at the drop-in rate, paid in advance, subject to availability.
• Traveling for a few weeks? You can pause monthly billing (up to 2 pauses per season, 1–4 weeks each) rather than losing your spot.

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5. Attendance & Makeup Classes

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Life happens — if your child can't make a scheduled class, let us know at least 24 hours ahead through Classcard and they'll be eligible for a makeup class.

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• Builders, Thinkers, Warriors, and Online levels with multiple weekly sessions: your child can join another group at the same level within the same week, subject to availability.
• Levels that meet only once a week: the missed class rolls forward as a credit toward the next session.
• In-person students can make up a class at any of our active campuses, not just their home campus.
• Makeup classes are scheduled through our Academy Coordinator — just reach out and we'll find a spot.
• Notice under 24 hours, or a no-show, isn't eligible for a makeup — except in genuine emergencies, which we handle case by case.

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6. Cancellation & Refund Policys

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• Cancel your monthly plan anytime with 3 days' notice before your next billing date — there's no long-term contract.
• Once a billing cycle has started, it's non-refundable, since your child's spot is reserved for that cycle regardless of attendance. The 3-day notice simply stops future billing.
• Drop-in classes cancelled 24+ hours ahead can be rescheduled to another session that week; less than 24 hours or a no-show forfeits the class.
• If we ever cancel a class, you'll always receive a full credit or reschedule — no exceptions.

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7. Behavior Expectationss

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SVC Academy is a respectful, focused learning environment. We expect all students to:

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• Treat peers, coaches, and the learning space with respect.
• Stay focused and engaged during class.
• Follow instructions from coaches promptly.
• Behave appropriately in online classes (camera on, minimal distractions).

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Three-Strikes Policy: disruptive behavior is addressed with a verbal warning (Strike 1), a parent notification (Strike 2), and possible removal from the program (Strike 3). We always communicate with parents before escalating to removal.

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8. Online Classess

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Online classes run live with a coach, just like in-person, and are offered for Builders, Thinkers, and Warriors. Here's what you'll need:

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• A laptop, tablet, or desktop with a working camera and microphone.
• A stable internet connection — 10 Mbps or faster recommended for smooth video.
• A quiet space free from distractions during class.
• A free Chessable account (setup instructions sent upon enrollment) and a free Chess.com account.

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Because classes are live, they can't be paused or replayed for technical issues on your side — we recommend testing your setup before the first class. Parents of students ages 4–8 are encouraged to stay nearby to help with setup; for ages 9+, just make sure your child is settled in before class starts.

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9. Frequently Asked Questions

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What age groups do you teach?

We teach students ages 4–14, grouped by skill level rather than age.

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Can my child join mid-season?

Yes! Since we bill monthly rather than by season, you can start any time — there's no need to wait for a new term.

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Are make-up classes available?

Yes. With 24 hours' notice, your child can make up a missed class — see Section 5 above for how it works by level.

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How are students placed into levels?

Placement is based on an assessment during your child's trial class, not a formal chess rating.

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Are online classes available?

Yes! Online classes are available for Builders, Thinkers, and Warriors — see Section 8 above for what you'll need.