Privacy Policy
Last updated: July 2026
Spilmes (“we”, “us”, “our”) is committed to protecting your privacy. This policy explains how we handle your personal data in connection with our offline gaming club, in line with the UK GDPR and the Data Protection Act 2018.
Data Controller
Spilmes is the data controller responsible for your personal data.
Data Retention
We keep personal data only as long as necessary: membership and booking records for the duration of your membership and a reasonable period afterwards, and financial records for the period required by UK law (generally six years). We then securely delete or anonymise data.
Contact Information
For any privacy matter, email info@spilmes.org or write to us at our club address, marked for the attention of the Data Protection contact.
Data Sharing
We do not sell your data. We share it only with trusted service providers and where legally required.
Personal Data We Collect
- Identity and contact details (name, email, phone where provided)
- Age or date of birth for age verification
- Account login details
- Membership and visit records
- Event and station booking history
- Payment-related information (see below)
- Correspondence you send us
- Limited technical data from our website (see Cookies)
Service Providers
We use third parties for payment processing, website hosting, email, and analytics. They act on our instructions under appropriate data protection terms.
Membership Data
When you join, we record your chosen plan, start and renewal dates, and access history to manage your membership and provide club services.
International Data Transfers
Where a provider processes data outside the UK, we ensure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement.
Event Registration Data
When you book an activity or station, we record your registration, attendance, and any preferences you share (for example, experience level or team).
Data Security
We use appropriate technical and organisational measures to protect your data, including access controls and encryption in transit. No system is completely secure, but we work to keep your information safe.
Payment & Transaction Information
Payments are processed by regulated third-party payment providers. We do not store full card details on our systems; we retain transaction references and billing records needed for accounting and refunds.
Your Data Protection Rights
Under UK data protection law, you have the right to:
- Be informed about how we use your data
- Access your personal data
- Request correction of inaccurate data
- Request erasure in certain circumstances
- Restrict or object to certain processing
- Data portability where applicable
- Withdraw consent at any time
To exercise any right, contact us at info@spilmes.org. We respond within one month.
Lawful Bases for Processing
- Contract: to provide memberships, bookings, and club access
- Legitimate interests: to run and improve the club, ensure safety and security, and prevent misuse
- Legal obligation: to meet accounting, tax, and other legal duties
- Consent: for optional marketing and certain cookies, which you can withdraw at any time
Children's & Minors' Privacy
Our club and services are intended for members who meet our minimum age requirements. Where a member is a minor, we require appropriate parental or guardian consent and collect only the data necessary. We do not knowingly process children’s data without proper consent.
Cookies & Similar Technologies
Our website uses cookies to function correctly and to understand usage. Non-essential cookies are only set with your consent. See the Cookie Information section for details.
Policy Updates
We may update this policy from time to time. The latest version will always be published here with a revised date.
Analytics
We use privacy-conscious analytics to see how our website is used and to improve it. This data is processed on the basis of consent where required.
Complaints Procedure
If you have a concern, please contact us first and we’ll try to resolve it. You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).
You do not need our permission to contact the ICO.
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom
Website: ico.org.uk
Helpline: 0303 123 1113
Marketing Communications
With your consent, we may email you about events and club news. Every message includes an unsubscribe link, and you can opt out at any time.