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Privacy Policy - The Grand Strategium

Last Updated: 20th May 2025

The Grand Strategium ("we", "us", or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, and store your personal data when you use our website, thegrandstrategium.com, and our services, particularly when you book online or place other orders.

We are located at 7 Low Town, Pudsey, LS28 8LW, and our store email is [email protected].

This policy is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What Information Do We Collect?

We collect personal information from you when you interact with us, primarily when you:

  • Book an event or table online: This includes your name, email address, telephone number, and any specific requirements or notes related to your booking.
  • Place an order for products (online or in-store if we process it digitally): This includes your name, email address, shipping address, billing address, telephone number, and details of the products you ordered.
  • Sign up for our newsletter (if applicable): This includes your email address.
  • Contact us directly: This may include any information you provide in your communications (e.g., via email or phone).

2. How Do We Use Your Information?

We use your personal information for the following purposes:

  • To process and manage your bookings: This is essential for us to confirm your reservation, send you reminders, and manage our schedule.
  • To process and fulfil your orders: This includes processing payments, arranging delivery, and communicating with you about your order status.
  • To communicate with you regarding your order or booking: This includes responding to your enquiries, providing customer support, and sending you important service announcements related to your bookings or orders (e.g., confirmation emails, updates on order status).
  • For marketing communications (if you opt-in): If you specifically provide your consent, we may use your contact details to send you information about our products, events, promotions, and news that we believe may be of interest to you. You can opt-out of marketing communications at any time (see Section 8: Your Rights).
  • In-store photography: As detailed in Section 9 below.
  • To improve our services: We may use aggregated and anonymised data for analytical purposes to understand how our website and services are used and to make improvements.
  • For legal and regulatory compliance: We may process your personal data to comply with our legal obligations, such as for tax or accounting purposes.

3. Our Lawful Basis for Processing Your Information

Under UK GDPR, we must have a lawful basis for processing your personal data. Our primary lawful bases are:

  • Contract: The processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract (e.g., processing your booking or order).
  • Legitimate Interests: We may process your data where it is necessary for our legitimate interests, provided these interests do not override your fundamental rights and freedoms. For example, responding to your enquiries, communicating with you about your order/booking, improving our services, and capturing the atmosphere of our shop for promotional purposes (as explained in Section 9). We will always consider and balance any potential impact on you.
  • Consent: Where you have given clear consent for us to process your personal data for a specific purpose, such as sending you marketing communications. You have the right to withdraw your consent at any time.
  • Legal Obligation: Where processing is necessary to comply with a legal or regulatory obligation (e.g., keeping records for tax purposes).

4. How Do We Store Your Information?

Your personal data is stored securely on our systems. We implement appropriate technical and organisational measures to protect your information from unauthorised access, disclosure, alteration, or destruction. These measures include:

  • Encryption: Where appropriate, we use encryption for data in transit and at rest.
  • Access Controls: Restricting access to personal data to authorised personnel only.
  • Regular Backups: To prevent data loss.
  • Security Software: Implementing firewalls and antivirus software.

5. How Long Do We Keep Your Information?

We will retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Generally, we will retain:

  • Booking and Order Data: For a period of up to 6 years after the booking or order is fulfilled, to comply with legal obligations such as tax and accounting regulations.
  • Enquiry Data: For a period necessary to resolve your enquiry and for a short period thereafter for our records.
  • Marketing Opt-in Data: Until you unsubscribe from our marketing communications.
  • Photographic Data: For as long as it remains relevant for our social media and website promotional activities, or until you request its removal as per your rights (see Section 8).

6. Do We Share Your Information?

No, we do not sell or share your personal data with third parties for their marketing purposes.

We may share your data with trusted third-party service providers only when necessary for the performance of our services, and only where adequate data protection agreements are in place. These may include:

  • Payment Processors: To securely process your online payments (e.g., SumUp).
  • Delivery Services: If you place an order for physical products that require shipping.
  • Website Hosting and IT Support: For the operation and maintenance of our website and systems.
  • Email Marketing Platforms: If we use a third-party service to manage our marketing communications (only for those who have opted in).
  • Social Media Platforms: Photos taken in-store may be shared on our official social media channels.
  • Mapping Services: If you use interactive maps on our website (e.g., Google Maps).
  • CRM/Marketing Automation Platforms: Such as HubSpot, if used for managing customer relationships or marketing communications.

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies and applicable law. We do not permit them to use your personal data for their own purposes.

7. International Transfers

We primarily store and process your data within the UK. However, some of our third-party service providers, such as:

  • SumUp,
  • Google,
  • and HubSpot,

may store and process your data outside of the UK and the European Economic Area (EEA). In such cases, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with UK data protection law. These safeguards may include:

  • Adequacy Decisions: Relying on "adequacy decisions" where the recipient country has been deemed by the UK to provide an adequate level of data protection.
  • Standard Contractual Clauses: Using "standard contractual clauses" (also known as "SCCs" or "data transfer agreements") approved by the UK government, which impose specific obligations on the data importer to protect your data.
  • Other Appropriate Safeguards: Implementing other mechanisms permitted under UK law to ensure the secure transfer of your data.

We will take all reasonable steps to ensure that your personal data is treated securely and in accordance with this Privacy Policy and applicable data protection laws, regardless of where it is processed.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right to be informed: To be informed about how your personal data is collected and used (this Privacy Policy).
  • Right of access: To request a copy of the personal data we hold about you.
  • Right to rectification: To request that inaccurate or incomplete data be corrected.
  • Right to erasure ('right to be forgotten'): To request the deletion of your personal data in certain circumstances. This includes requesting the removal of photos in which you are identifiable.
  • Right to restriction of processing: To request that we limit the way we use your personal data in certain situations.
  • Right to data portability: To receive your personal data in a structured, commonly used, and machine-readable format.
  • Right to object: To object to the processing of your personal data in certain circumstances, including direct marketing. You can opt-out of marketing communications at any time by contacting us or by using the unsubscribe link in any marketing email you receive from us.
  • Rights in relation to automated decision-making and profiling: We do not engage in automated decision-making or profiling that would have a legal or similarly significant effect on you.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within one month.

9. In-Store Photography Policy

We love capturing the vibrant atmosphere of The Grand Strategium and the enjoyment of our community. As part of this, we may take photographs and/or videos in our store during normal opening hours, events, and gaming sessions.

These photos and videos are used for our promotional activities, including on our official social media channels (e.g., Facebook, Instagram, Twitter) and on our website (thegrandstrategium.com), to showcase our shop, events, and the tabletop gaming experience.

Your booking for an event or table at The Grand Strategium is considered your acceptance that you may be included in such photographs or videos.

If you do not wish to be included in any photographs or videos, please inform a member of staff upon your arrival at the store. We will do our best to ensure you are not captured in promotional material. If you notice a photo of yourself on our platforms that you would like removed, please contact us at [email protected].

10. Cookies

While we do not directly use cookies on our website for our own purposes, certain third-party services integrated into our website may set cookies on your device. These include:

  • Google Maps: If we embed a Google Maps feature to help you find our location, Google may set cookies to enable map functionality and for their own analytical or advertising purposes. You can find more information in Google's Privacy Policy.
  • SumUp (Payment Processor): When you make a payment through our website, our payment processor, SumUp, may use cookies to ensure the secure and efficient processing of your transaction. For details on their cookie practices, please refer to SumUp's Privacy Policy.
  • HubSpot: If we use HubSpot for website analytics, customer relationship management, or marketing automation, HubSpot may set cookies to track website usage, manage forms, or personalise content. For details on their cookie practices, please refer to HubSpot's Cookie Policy and Privacy Policy.

You can control and/or delete cookies as you wish. Most web browsers allow you to manage your cookie preferences. However, disabling certain cookies may affect the functionality of our website and potentially the payment process.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or regulatory reasons. The "Last Updated" date at the top of this policy will indicate when it was last revised. We encourage you to review this policy periodically.

12. How to Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Email: [email protected]

Address: The Grand Strategium, 7 Low Town, Pudsey, LS28 8LW

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for upholding information rights.

ICO Website: www.ico.org.uk

ICO Helpline: 0303 123 1113