Privacy Policy

Last updated: 2026-10-25 – this is a simple draft. Please replace the bracketed placeholders with real details and have it reviewed legally before the site goes live.

1. Data controller

[Name / Club]
[Street, number]
[Postal code, city]
Email: [contact@example.com]

2. What data we process

At registration: nickname, first and last name, email address, password (stored only as an encrypted hash, never in plain text). When you make a booking, additionally: the chosen meeting, room type, selected days, roommate information (name or free text), dietary requirements, pet information, optional remarks, and the deposit payment status.

3. Purpose of processing

Your data is used exclusively to organise and run registration for our meetings: managing room contingents, booking-related communication (confirmation email), and handling the deposit payment.

4. Legal basis

Processing is based on your consent (Art. 6(1)(a) GDPR) and on the performance of the contract formed by your booking (Art. 6(1)(b) GDPR).

5. Disclosure to third parties

We do not share your data with third parties, except: the organisers of the relevant meeting receive your booking data for organisational purposes. Payments are made via PayPal.me, subject to PayPal's own privacy policy. We do not use analytics/tracking cookies, only a technically necessary session cookie and a cookie storing your language preference.

6. Retention period

We keep your data for as long as your account exists, or as long as needed to organise past and upcoming meetings. On request we will delete your account and associated booking data, unless a legal retention obligation applies.

7. Your rights

You have the right to access, rectify, erase, and restrict processing of your data, as well as the right to data portability. You may withdraw your consent at any time with effect for the future. You also have the right to lodge a complaint with a data protection supervisory authority.

8. Contact

For privacy-related questions, please contact [contact@example.com].