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Privacy Policy

Tabletop Legends Privacy Policy

Last updated: 28 October 2025

This Privacy Policy explains how Tabletop Legends (“we”, “us”, “our”) collects, uses, and protects your personal information when you visit our website, join the club, or pay for membership (including via Wix payment plans).

We’re a UK-based community club. We follow UK GDPR and the Data Protection Act 2018.

 

Who we are (Data Controller)

Tabletop Legends
Email: tabletop-legends@outlook.com
 

 

The data we collect

Information you give us

  • Membership details: name, email, phone, hometown/postcode, emergency contact (optional), accessibility needs (optional).

  • Age confirmation: for members aged 16–17, we collect the name and contact details of the accompanying responsible adult (who must be a current club member).

  • Payment info: membership plan, billing address, and transaction details. Card details are handled securely by our payment provider(s); we don’t see or store full card numbers.

  • Communications: messages you send us, RSVP forms, event sign-ups, feedback.

  • Media (optional): your consent to appear in photos/videos.

Information we collect automatically

  • Website usage: IP address, device/browser info, pages viewed, and cookies set by Wix to keep the site working and to measure performance. See Cookies below.

 

Why we use your data (Lawful bases)

  • To run the club and provide membership (contract): manage subscriptions, event attendance, and member records.

  • To communicate with you (contract/legitimate interests): send session updates, schedule changes, and club news.

  • To take payments and keep accounts (contract/legal obligation): process fees and meet tax/audit requirements.

  • To keep events safe and suitable (legitimate interests): capacity planning, safeguarding 16–17s with a responsible adult.

  • Marketing and photos (consent): optional newsletters or publicity images. You can withdraw consent at any time.

 

How we share your data

We don’t sell your data. We only share it with:

  • Service providers (processors) who help us operate the club and website, such as:

    • Wix.com Ltd. (website hosting, site analytics, forms, and payment plans)

    • Payment processors (e.g., Wix Payments and/or their partners)

    • Email and communication tools (e.g., WhatsApp Community for member announcements; your phone number is only visible as permitted by your own WhatsApp settings)

  • Committee members/volunteers who need access to fulfil their club role (on a need-to-know basis).

  • Authorities if required by law, or to protect members’ safety.

 

International transfers

Some providers may store or process your data outside the UK/EEA. Where this happens, we rely on appropriate safeguards (such as UK Addendum to EU Standard Contractual Clauses or equivalent mechanisms) to protect your information.

 

Retention

  • Membership records & transactions: while you’re a member and up to 6 years afterwards (for accounting/legal obligations).

  • General enquiries: up to 12 months after we close the request.

  • Marketing consents: until you withdraw consent.

  • Photos/videos: until consent is withdrawn or the content is retired.

We keep data only as long as needed for the purposes above.

 

Your rights (UK GDPR)

You can:

  • Access a copy of your data

  • Ask us to correct inaccurate data

  • Ask us to delete your data (where applicable)

  • Restrict or object to certain processing

  • Ask for your data in a portable format

  • Withdraw consent (for anything based on consent, like marketing/photos)

To use these rights, contact tabletop-legends@outlook.com. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

 

Cookies

Our site runs on Wix, which uses cookies and similar technologies to:

  • make the site function (e.g., security, session management),

  • remember preferences, and

  • measure performance/traffic.

You’ll see a cookie banner where you can manage preferences. You can also control cookies in your browser settings, but some features may not work without essential cookies.

 

Members aged 16–17

Members aged 16–17 must be accompanied at all times by a responsible adult who is a current club member. We keep minimal data necessary to manage this requirement and for safety. If you’re under 16, please don’t provide personal information or attempt to sign up.

 

Security

We use reasonable technical and organisational measures to protect your data (secure hosting, access controls, role-based access for committee members). No system is 100% secure, but we work to reduce risk.

 

Third-party links

Our website may link to external sites (e.g., Aftergame, WhatsApp, social media). Their privacy practices are their own; check their policies before sharing data there.

 

Changes to this policy

We may update this policy from time to time. We’ll post the new version with a new “Last updated” date and, where appropriate, notify members via email or club channels.

 

Contact

Questions or requests about your data?
Email: tabletop-legends@outlook.com
Subject line: Privacy Request – Tabletop Legends

 

This policy is provided for general information and is not legal advice. If you need tailored guidance, consider consulting a qualified professional.

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