Game Haven Guild Privacy Policy

Last Update: 09/28/2026

Your trust is our first priority. This privacy policy explains the data Game Haven Guild collects, how Game Haven Guild collects it, and for what purposes.

1. Who We Are

Game Haven Guild ("GHG," "we," "us," or "our") is a community management platform for local game stores. This Privacy Policy explains what information we collect through our websites (including www.gamehavenguild.com, www.gamehavenguild.app and store Linkpages), our mobile applications, and the services and features they provide (collectively, the "Services"), how we use and share it, and the choices you have.

2. How This Policy Applies and Who Does What

You interact with the Services in different ways, and our role depends on the situation:

- When you create a Game Haven Guild account, browse the Platform, check in at a store, or use Platform features, we are the business responsible for deciding how your data is used as described in this Policy.
- When you register for a store's event, join a store's membership, reserve a table, or borrow a game from a store's library, both the store and GHG handle your information. The store (the independent business you are transacting with) decides things like its event prices, membership approvals, refund policies, and library loan terms, and the store is responsible for those decisions and its own communications with you. GHG provides the technology that stores use to run these programs.
- If you are a store owner or employee, the membership rosters, customer lists, and reservations in your store dashboard are your store's customer records. GHG processes that data on your store's behalf to provide the Platform. Store operators are responsible for using export and management tools lawfully and for honoring their own customers' privacy requests where the request relates to the store's decisions (for example, whether to approve a membership).

This Policy does not override any additional notices or terms a participating store may give you about its own practices.

3. Information We Collect

Account information. When you create an account, we collect your name or display name, email address, username, password (stored only in hashed form), and, for store operators, your role at the store. Gamers may provide a birthday and ZIP code at signup.

Store operator information. Store owners and managers provide business information about their store, including store name, address, phone, support email, website and social links (including Discord, eBay, or TCGplayer pages), hours, amenities, and pricing settings. We also collect owner and employee contact details and employee access permissions.

Profile and community content. Display names and avatars you choose, gamer thoughts you post, matchmaking posts you create, messages you send through store messaging, and announcements or event listings that store operators publish.

Event, reservation, and matchmaking activity. Your event registrations, waitlist placements, table reservations, matchmaking participation and opponent information, game session results, and library game checkouts and due dates.

Check-in data. When you check in at a participating store (in person, by QR code, or through an event), we record which store, which event or reservation, and the date of the check-in. Check-ins are used for features like attendance history, analytics for stores, and eligibility for prize drawings.

Membership and billing information. Membership level, status, billing interval, and related subscription records. When a store has enabled payments, payments are processed by Stripe. We store limited payment records (such as the amount, currency, status, Stripe checkout or subscription identifiers, and refund dates) so the app can display your membership and reservations correctly. We do not collect or store your full card number; card data is handled by Stripe under its own privacy policy.

Third-party account links. If you connect your Discord account, we collect your Discord user ID and username and link them to your GHG account so store Discord roles and scheduled events can be synchronized.

Information about other people. Some features let you provide other people's email addresses, such as inviting guests to a reservation, listing opponents in matchmaking, or inviting someone to a membership. We use these addresses only to send the related invitation or notification and to run the feature. If you provide someone else's email, please only use an address they are comfortable sharing.

Usage and device data. Like most websites and apps, we collect technical information when you use the Services, such as IP address, browser type, device and operating system, referring pages, and the pages and features you interact with. We use this to operate, secure, and improve the Services.

Support and communication. If you contact us, sign up for our newsletter, or receive notices from us or a participating store, we keep a record of that communication.

4. How We Use Information

We use the information we collect to:

1. create and manage your account and authenticate you;
2. provide the Services, including events, registrations, waitlists, reservations, matchmaking, memberships, game libraries, check-ins, announcements, Linkpages, and Discord synchronization;
3. process and display payments and subscription status in connection with store charges;
4. send you service-related communications, such as registration confirmations, membership status changes, reservation reminders, and check-in confirmations;
5. send you marketing and update emails (like our newsletter) if you have signed up for them, with an unsubscribe link in every message;
6. run and secure the Platform, prevent fraud and abuse, and enforce our Terms of Use and Contest Rules;
7. provide stores with analytics about activity at their store (such as check-in counts);
8. create aggregated, de-identified insights about gaming communities and the in-person gaming industry (see Section 6);
9. comply with legal obligations and enforce our rights.

We do not use information we know to belong to a child under 18 for targeted advertising or to profile that child.

5. How We Share Information

We share your information only as described in this Policy:

- With participating stores. When you interact with a store (event, membership, reservation, library loan, or message), that store receives the information needed to provide its service to you, such as your email, username, registration details, reservation information, and membership records.
- With service providers. We use third-party providers that process data on our behalf to run the Services, including Stripe (payments), Discord (integration features you or your store connect), Apple and Google (app distribution), Bluesky and other social platforms (when a store shares content), and our website, hosting, email, and infrastructure providers. These providers process data only as needed to perform their services.
- Aggregated and de-identified data. See Section 6.
- For legal reasons. We may disclose information if we believe it is required by law, legal process, or government request, or to protect the rights, property, or safety of GHG, our users, or others.
- Business transfers. If GHG is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

We do not sell your personal information for money. We do not share your personal information with third parties for their own advertising purposes.

6. Aggregated and De-Identified Data (Industry Insights)

A core part of our mission is helping the gaming industry understand what players are playing, where they are playing, and how gaming communities are growing. We do this by creating reports and insights from aggregated or de-identified data, such as check-in trends by region, game and event popularity, and community growth patterns.

When we share these insights, the data is not attributed to any identifiable individual, and we take reasonable measures to prevent re-identification, such as minimum group sizes and removal of direct identifiers.

7. Children's Privacy

The Services are not directed to children under 18, and we do not knowingly collect personal information from children under 18. Because gamers of many ages play at local game stores, we collect a birthday at signup to help screen for accounts belonging to children under 18. If we learn that we have collected personal information from a child under 18, we will delete it. Parents or guardians who believe their child has provided us information can contact us at help@gamehavenguild.com.

Users between 18 and the age of majority in their jurisdiction should use the Services with the involvement of a parent or guardian, who can manage the account or ask us to delete it at any time.

8. Cookies and Similar Technologies

Our website uses cookies and similar technologies to keep you signed in, remember your preferences, and understand how the site is used. You can control cookies through your browser settings, though disabling some cookies may affect how the site works.

We do not use third-party advertising cookies on our website.

9. Data Retention

We keep your information as long as needed for the purposes in this Policy:

- Account data is retained while your account is active and for a reasonable period afterward to handle account restoration requests and legal obligations, unless you ask us to delete it sooner.
- Store transaction records (event, reservation, membership, and payment records) are retained as long as needed to provide the Services to you and the store, including subscription history and refund records.
- Check-in and engagement records are retained to support attendance history, store analytics, and drawing eligibility, and are deleted or aggregated into non-identifying statistics as they age.
- Marketing lists are retained until you unsubscribe or ask us to delete them.

When we delete data, it is removed from active systems, and residual copies may persist in backups for a limited time until those backups expire. Some records may also be retained where we are legally required to keep them (for example, records related to payments and taxes).

10. Security

We take reasonable administrative, technical, and physical measures to protect your information, including encryption of data in transit, access controls that limit who at GHG and at a store can see your data, and role-based permissions for store employees. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a security incident ever affects your information, we will notify affected users and regulators as required by law.

11. Changes to This Policy

We may update this Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. If a change is material, we will provide reasonable advance notice through the Services, by in-app message or email, or by other means before it takes effect. By continuing to use the Services after the updated Policy takes effect, you agree to the updated Policy. If you do not agree, you may stop using the Services before the changes take effect.

12. How This Policy Relates to Our Terms

This Privacy Policy is incorporated into our Terms of Use. If there is a conflict between this Policy and a signed written agreement between you and GHG, the signed agreement controls for that specific conflict.

13. Contact Us

Questions about this Policy can be sent to Help@gamehavenguild.com or through our https://www.gamehavenguild.com/contact-us page.