Privacy Policy

Warsaw Board Game Club (“the Club,” “we,” “us”) respects the privacy of visitors to boardgameclubwarsaw.com (“the Site”). This Privacy Policy explains what personal data we collect, how we use, store, and protect it, and what rights users have under the General Data Protection Regulation (GDPR).

1. Who we are

The data controller is Warsaw Board Game Club, a board game club based in Warsaw. Site address: https://boardgameclubwarsaw.com. For questions regarding this Privacy Policy, please contact: boardgameclubwarsaw@gmail.com

2. What data we collect

• Name and email address — when filling out the contact form or event registration form

• Comments — when you leave a comment on the site, we collect the comment content, your IP address, and browser user agent string to help with spam detection

• Photographs — participants of game nights may appear in photos published in the site’s Gallery section or on the Club’s social media.

2.2 Data collected automatically

• IP address and technical information about your device and browser

• Cookies (see Section 4)

• Site traffic statistics (if analytics tools are installed on the site).

2.3 Media

If you upload images to the site (for example, via comments, if this feature is available), you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the site can download and extract any location data from images on the site.

3. Legal basis for processing

We process your personal data on the following legal bases:

• Consent — when you voluntarily provide data via the contact form, event registration form, or agree to the use of cookies

• Legitimate interest — to ensure site security, prevent spam, and improve site functionality

• Performance of a contract — to organize your participation in Club events you have registered for.

4. Cookies

If you leave a comment on our site, you may opt in to save your name, email address, and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies last for one year.

If you visit our login page, we will set a temporary cookie to determine whether your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me,” your login will persist for two weeks.

5. Embedded content from other websites

Pages on this site may include embedded content (for example, a Google Calendar event schedule, videos, images, articles). Embedded content from other websites behaves in the exact same way as if the visitor had visited the other website directly.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content, including tracking your interaction if you have an account and are logged in to that website. In particular, our site uses Google Calendar to display the Club’s event schedule — interacting with this element is subject to Google’s Privacy Policy: https://policies.google.com/privacy.

6. Who we share your data with

• The site’s hosting provider — for the technical operation of the site

• Google (Google Calendar) — to display the Club’s event schedule

• An automated spam detection service — visitor comments may be checked through this service

If you request a password reset, your IP address will be included in the reset email.

We do not sell, trade, or transfer your personal data to third parties for marketing purposes without your explicit consent.

7. How long we retain data

• Comments and their metadata are retained indefinitely, so we can recognize and approve follow-up comments automatically instead of holding them in a moderation queue

• Event registration data is retained for as long as necessary to organize the relevant event, after which it is deleted or anonymized

• For registered users of the site (if this feature is available), personal information is stored in the user profile. All users can see, edit, or delete their personal information at any time.

8. Your rights under the GDPR (General Data Protection Regulation)

If you have an account on this site or have left comments, you can:

• Request an exported file of the personal data we hold about you

• Request correction of inaccurate personal data

• Request that we erase any personal data we hold about you (this does not include data we are obliged to keep for administrative, legal, or security purposes)

• Withdraw previously given consent to data processing

• Lodge a complaint with a data protection supervisory authority if you believe your rights have been violated

To exercise any of these rights, please contact the email address listed in Section 1.

9. Protection of minors’ personal data

Our site is not intended for children under the age of 16, and we do not knowingly collect personal data from minors without parental or guardian consent. If you believe we have inadvertently collected a child’s data, please contact us so it can be removed.

10. Data security 

We take reasonable technical and organizational measures to protect your personal data from unauthorized access, loss, or disclosure. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated version on this page along with a revised effective date.

12. Contact us

If you have any questions about this Privacy Policy, please contact us at: boardgameclubwarsaw@gmail.com