The Gift of Gaming: Privacy Notice
In plain English: we collect what we need to sell you a voucher, check the recipient is eligible, and welcome them to the club. Only the committee members running the scheme can see it. We don’t sell or share it. If the recipient doesn’t go on to join, we delete the details within 12 months of the scheme ending.
1. Who we are
Barnsley Association of Tabletop Gamers (“BATG”, “we”, “us”) is responsible for the personal information collected through the Gift of Gaming page. We’re a volunteer-run club at Unit 17 Chesham House, Chesham Road, Barnsley, S70 2NT. For anything about your data, email bassocwar@gmail.com and mark it for the attention of the club secretary.
2. What we collect
| About | What |
|---|---|
| You (the purchaser) | Name, email address, phone number, and postal address if you ask for a printed voucher. Also your PayPal order reference and the amount paid. We never see your card or bank details, because PayPal handles those. |
| The recipient | Name, and an email address and/or phone number. Your confirmation that they’re 18 or over. Any personal message you add for the voucher. |
| How you found us | Your answer to “How did you hear about us?” (optional), and which advert or link brought you to the page, taken from the web address you arrived on. |
| Register interest | If the scheme has sold out and you ask to hear about future offers: your name and email address, and your consent. |
3. How we use it, and why we’re allowed to
| What we do | Lawful basis |
|---|---|
| Take your payment, send your confirmation and voucher, post a printed voucher if you ask, and handle refunds or changes. | Contract: we need it to provide what you’ve bought. |
| Check that the recipient hasn’t been a BATG member in the last 3 years. | Contract, and our legitimate interest in running the offer fairly. |
| Contact the recipient between 27 and 31 December 2026 to welcome them, explain the membership and book their first visit, then keep in touch about New Member Nights and, near the end, about carrying on as a member. | Legitimate interests: delivering the gift you’ve bought for them. |
| Keep simple figures on how the scheme and our adverts performed, so we can improve it in future. | Legitimate interests. |
| Email you about future Gift of Gaming or introductory offers (register interest only). | Consent, which you can withdraw at any time. |
| Keep basic payment records for the club’s accounts. | Legal obligation and legitimate interests. |
We don’t use your information for marketing unless you’ve asked us to, and we never sell it.
4. A note for recipients
If someone has bought you a Gift of Gaming voucher, they gave us your details so we can get in touch and welcome you to the club. When we first contact you, we’ll point you to this notice. If you’d rather not take up the gift, just tell us and we’ll delete your details and arrange a refund for the person who bought it.
5. Who can see it
Only the BATG committee members directly involved in running the scheme can see these details. Our records show that is the Chair, Secretary and Treasurer, plus the committee members who contact recipients and check eligibility. We use a few trusted services to run the page, and they process data on our behalf or as independent organisations:
- PayPal processes your payment. PayPal’s own privacy statement applies to the information you give PayPal.
- Google (Google Sheets and Gmail) stores order details and sends confirmation emails.
- Cloudflare hosts this web page.
- Meta (Facebook/Instagram) receives information about your visit, but only if you accept cookies. See section 8.
Some of these providers may process data outside the UK. Where they do, they rely on safeguards recognised under UK data protection law.
6. How long we keep it
- If the recipient becomes an ongoing BATG member after March 2027, their details move into our normal membership records.
- Otherwise, we delete purchaser and recipient details within 12 months of the scheme ending, that is, by 31 March 2028.
- We keep basic payment records (date, amount, PayPal reference and purchaser name) for as long as we need them for the club’s accounts.
- Register-interest details are kept until you ask us to remove them, or for 2 years, whichever is sooner.
7. Your rights
You can ask us to show you what we hold about you, correct it, delete it, or stop using it. You can also object to how we use it or withdraw your consent. Email bassocwar@gmail.com and we’ll respond within one month.
If you’re unhappy with how we’ve handled your information, please tell us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
8. Cookies
We keep cookies and similar technologies to a minimum:
| What | Why | Choice? |
|---|---|---|
| PayPal checkout | PayPal sets cookies to process your payment securely and prevent fraud. | Always on. Needed to pay. |
| Your cookie choice | We remember whether you accepted or declined cookies, stored in your own browser. | Always on. |
| Meta Pixel (Facebook/Instagram) | Tells us which of our Facebook and Instagram adverts led to a visit or a purchase, so we don’t waste the club’s small advertising budget. | Only if you click “Accept”. |
You can change your mind at any time with the “Cookie settings” link at the bottom of the Gift of Gaming page.
9. Changes
If we change this notice, we’ll post the updated version here, with a new version date.
Barnsley Association of Tabletop Gamers · Unit 17 Chesham House, Chesham Road, Barnsley, S70 2NT · bassocwar@gmail.com