Protection

Data Protection Policy – BoardSphere

1. Introduction

At BoardSphere, we value your privacy and are committed to protecting your personal data. Our club offers board game events, tournaments, and community gatherings, and in providing these services, we collect and process certain information about members, participants, and guests. This Data Protection Policy explains how we handle your data, the purposes for which it is used, and your rights as an individual. By attending our club, participating in events, or registering as a member, you consent to the practices described in this policy.

2. Scope

This policy applies to all personal data collected from members, visitors, and participants in board game activities, whether provided in person, through registration forms, or via online communication channels. It also applies to data collected by our staff, volunteers, and third-party service providers who assist in club operations.

3. Personal Data We Collect

  • Identification Data: name, date of birth, and membership ID where applicable.
  • Contact Details: email address, phone number, and mailing address.
  • Membership and Account Information: registration data, event sign-ups, attendance records, and subscription preferences.
  • Payment Information: billing and transaction details for event fees or membership dues, processed securely through certified providers.
  • Participation Data: scores, achievements, game preferences, and team participation during tournaments or club sessions.
  • Communication Data: emails, feedback forms, or correspondence with staff.
  • Marketing Preferences: consent to receive newsletters, event announcements, and promotional materials.

Sensitive personal data is collected only with explicit consent and is used solely for specific club-related purposes.

4. How We Use Your Data

  • Membership Management: creating, maintaining, and updating member profiles.
  • Event Management: organizing board game tournaments, sessions, workshops, and community gatherings.
  • Payment Processing: handling fees and membership subscriptions securely.
  • Communication: responding to inquiries, providing support, and sending relevant updates.
  • Service Improvement: analyzing participation trends and feedback to improve club offerings.
  • Marketing: sending newsletters or promotional information where consent has been granted.
  • Legal Compliance: fulfilling obligations under law, including financial and safety regulations.

5. Legal Basis for Processing

  • Contractual Necessity: to provide services requested by members and participants.
  • Consent: for marketing communications or optional club features.
  • Legitimate Interest: to operate the club effectively and maintain safety and security.
  • Legal Obligation: to comply with applicable laws and regulations.

6. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected, and to comply with legal obligations. After this period, data is securely deleted or anonymized to prevent unauthorized access or misuse.

7. Data Sharing

We do not sell or rent personal data. We may share your information with:

  • Service Providers: for payment processing, event management, or technical support.
  • Event Partners: collaborating organizations for tournaments or special gatherings.
  • Legal Authorities: when required to comply with legal obligations or protect the club’s rights.

All third parties are bound to maintain confidentiality and apply adequate data protection measures.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Secure storage and encrypted communications.
  • Restricted access to authorized personnel.
  • Regular monitoring and system updates.
  • Staff training on data protection best practices.

9. Children’s Data

Our club is intended for individuals above the minimum age required for data processing in their jurisdiction. We do not knowingly collect personal data from children without parental or guardian consent. Where consent is obtained, parents or guardians may request access or deletion of the child’s information.

10. Your Rights

Depending on applicable law, you may have the right to:

  • Access your personal data.
  • Correct or update inaccurate information.
  • Request deletion of your data where permitted.
  • Restrict or object to processing in specific circumstances.
  • Receive your data in a portable format.

Requests should be submitted through official club channels.

11. Updates to the Policy

We may update this policy to reflect operational, technological, or legal changes. Members and participants will be informed of significant updates, and continued use of club services constitutes acceptance of the revised policy.

12. Contact Information

For any questions, concerns, or to exercise your data rights, please contact our Data Protection Officer or club administration team at BoardSphere.