Privacy Policy

1. Introduction

At #play14, we respect your privacy and are committed to protecting your personal information. This Privacy Policy outlines how we collect, use, and disclose information about you when you visit our website (the "Site"), purchase tickets, participate in our events, and how we comply with the GDPR.

2. Collection of Personal Information

We may collect personal information from you when you use our Site, register for an event, purchase tickets, or contact us. The personal information we may collect includes:

• Account Information: Name, email address, password (encrypted)
• Player Profile: Name, company, tagline, biography, website, social media links, location, avatar photo
• Ticket Purchase Information: For each attendee: first name, last name, email address, t-shirt size preference, food preferences or allergies
• Payment Information: Processed securely through Stripe; we do not store credit card details
• Event Participation: Events attended, hosted, or mentored

3. Legal Basis for Processing Personal Information

We process your personal information on the following legal bases:

• To perform a contract with you, such as providing you with access to the event and information you request.
• To comply with legal obligations, such as responding to legal process or in order to comply with applicable laws, regulations, and legal requests.
• For our legitimate interests, such as improving our Site and services, and communicating with you about our events.

4. Use of Personal Information

We use your personal information to:

• Process ticket purchases and deliver tickets electronically
• Create and manage your player profile
• Provide event-related services (such as ordering t-shirts and catering)
• Communicate with you about events you've registered for
• Send invitation emails to new attendees with their ticket information
• Improve our Site and services
• Conduct internal auditing, data analysis, and research

5. Photo and Video Consent

During #play14 events, we take photographs and record videos for promotional and documentation purposes. When purchasing tickets, each attendee must provide explicit consent to being photographed and filmed during the event.

What we record: Photos and videos of activities, workshops, group sessions, and participants during #play14 events.

How we use this content:

• Publishing on the #play14 website (play14.org)
• Sharing on our social media channels
• Promotional materials for future events
• Event reports and documentation

Consent tracking: Your photo/video consent is recorded per event with a timestamp. This consent is a mandatory requirement for attendance due to the open and collaborative nature of #play14 events.

Withdrawing consent: You may withdraw your consent at any time by contacting the event organizers. However, please note that:

• Withdrawal does not affect the lawfulness of processing before withdrawal
• We may not be able to remove you from materials already published or shared
• Withdrawal may affect your ability to attend the event

6. Disclosure of Personal Information

We may disclose your personal information to the following parties:

• Event Organizers: Local organizing teams receive attendee information (name, email, t-shirt size, food preferences) to facilitate event logistics. Each event is organized by a volunteer team in the respective location.
• Payment Processors: Stripe processes payment transactions securely. Please refer to Stripe's Privacy Policy for details on how they handle your data.
• Service Providers: Third-party providers who help us operate our Site, send emails, and manage events.
• Legal Requirements: When required by law or in response to legal process.

7. Cookies and Other Tracking Technologies

We use cookies and other tracking technologies to collect information about your use of our Site. This information helps us understand how our Site is being used and how we can improve it.

8. Security

We take reasonable steps to protect your personal information from unauthorized access, use, and disclosure. This includes:

• Encrypting passwords and sensitive data
• Using secure HTTPS connections
• Processing payments through PCI-compliant providers (Stripe)
• Limiting access to personal data to authorized personnel only

However, no security measure is 100% effective, and we cannot guarantee the absolute security of your personal information.

9. Data Retention

We will retain your personal information for as long as necessary to fulfill the purpose for which it was collected, or as required by law. Specifically:

• Player profiles: Retained until you request deletion
• Ticket purchase records: Retained for legal and accounting purposes (typically 7 years)
• Consent records: Retained for compliance documentation
• Event attendance history: Retained as part of the #play14 community records

10. Player Profiles

When you purchase tickets or attend events, a player profile may be created on the #play14 platform. This profile:

• Stores your default preferences (t-shirt size, food preferences) for future events
• Tracks your event attendance history within the #play14 community
• Can be claimed and managed by creating an account on our Site
• May be visible to other community members (name and attendance)

If a profile is created for you by someone else purchasing a ticket on your behalf, you will receive an invitation email to claim and manage your profile.

11. Your Rights under the GDPR

As a data subject, you have the following rights under the GDPR:

• Right of access: Request a copy of your personal information
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your personal information
• Right to restrict processing: Limit how we use your data
• Right to object: Object to processing based on legitimate interests
• Right to data portability: Receive your data in a structured format
• Right to withdraw consent: Withdraw consent at any time (e.g., photo consent)

To exercise any of these rights, please contact us at [email protected] or contact the organizers of the specific event you attended.

12. Changes to Privacy Policy

We may update this Privacy Policy from time to time. The updated Privacy Policy will be posted on our Site, and the date of the last update will be indicated at the top of this page.

13. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at [email protected].

For event-specific inquiries, please contact the local organizing team through the event page on our website.