Data Protection Policy – BoardSphere

1. Introduction

We are committed to protecting your privacy and ensuring the security of your personal information when you participate in our board games club activities, events, and online platforms. This Data Protection Policy explains how we collect, use, store, and safeguard your personal data. By joining our club, registering for events, or interacting with our services, you agree to the collection and processing of your information as described in this policy.

2. Scope

This policy applies to all personal data collected through your membership in our board games club, participation in events, registration for newsletters, communication with staff, and interactions on our websites or applications. It covers information collected both online and offline, including through forms, surveys, and event registrations.

3. Personal Data We Collect

To provide you with a safe and enjoyable club experience, we may collect the following types of data:

• Personal Identification Data: Name, date of birth, and membership ID.
• Contact Information: Email address, phone number, and mailing address.
• Account Data: Login credentials, user profile details, and event participation preferences.
• Participation Data: Records of event attendance, tournament results, achievements, and board game preferences.
• Payment Data: Details of payments for membership fees, event entry, or purchases processed securely by trusted providers.
• Communication Data: Messages, emails, or feedback shared with club staff or other members.
• Device and Usage Data: Device type, browser information, IP address, and interaction logs on digital platforms.

We do not intentionally collect sensitive personal data unless explicitly provided by you and with consent.

4. How We Use Your Personal Data

Your data is processed for legitimate purposes necessary to operate our board games club efficiently and safely:

• Membership Management: Creating and maintaining membership accounts, tracking event participation, and providing updates.
• Event Organization: Coordinating club activities, tournaments, workshops, and social gatherings.
• Communication: Sending notifications, reminders, newsletters, and promotional offers, subject to consent.
• Customer Support: Responding to inquiries and resolving issues.
• Security and Safety: Preventing unauthorized access, cheating, or rule violations.
• Analytics and Improvement: Evaluating participation, satisfaction, and enhancing club operations.
• Legal Compliance: Ensuring adherence to laws and regulations.

5. Legal Basis for Processing

• Contractual Necessity: Managing membership and delivering club services.
• Consent: Optional communications, marketing, or information sharing.
• Legitimate Interests: Enhancing club operations, improving events, and maintaining security.
• Legal Obligations: Compliance with applicable laws and regulations.

6. Data Retention

We retain personal data only as long as necessary to fulfill the purposes outlined above or comply with legal obligations. Once data is no longer required, it is securely deleted or anonymized.

7. Sharing of Personal Data

We do not sell or trade your personal data. Data may be shared only in the following cases:

• Service Providers: Third parties supporting event management, payment processing, analytics, or IT infrastructure.
• Legal Requirements: Disclosure required by law or to protect rights and member safety.
• Event Partners: Third-party venues or tournament organizers to facilitate club activities.

All third parties are required to use your personal data only as necessary and maintain confidentiality.

8. International Data Transfers

If personal data is transferred outside your country of residence, safeguards such as secure contracts or encryption will ensure adequate protection.

9. Security Measures

We implement technical and organizational measures to protect your data:

• Secure storage and encryption of sensitive information.
• Access controls and authentication procedures for staff.
• Regular audits and monitoring of systems for vulnerabilities.
• Safeguards against unauthorized access, alteration, or disclosure.

10. Your Rights

You may have rights to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of personal information where applicable.
• Restrict or object to certain processing activities.
• Withdraw consent for optional communications or features.

To exercise your rights, contact our data protection officer or club administration. Verification may be required.

11. Children’s Privacy

Participation by minors is allowed with parental or guardian consent. Unauthorized collection of data from children will be promptly deleted.

12. Policy Updates

This policy may be updated periodically to reflect changes in laws, technology, or club practices. Significant changes will be communicated to members. We encourage reviewing the policy periodically.

13. Contact

For questions, concerns, or to exercise your rights, contact the club administration through official channels or during club events.

This policy ensures that your personal information is protected while participating in our board games club and enjoying events in a safe and secure environment.