Privacy Policy

Last updated: 8 July 2026

Kalteri is committed to protecting your personal data and handling it responsibly. This policy explains what we collect, why, and your rights under UK data protection law.

Data Controller

Kalteri is the data controller responsible for your personal data.

Contact information

Email: info@kalteri.org
Address: The Meeple Hall, Oldham Street, Manchester, M1 1JQ, United Kingdom

Personal data we collect

Name and contact details (email, and phone if provided)
Age confirmation, and guardian consent details where a participant is 16 or 17
Team name and team member details, where applicable
Registration and attendance records
Payment-related information for paid events
Correspondence you send us
Website usage data via cookies (see below)

Tournament registration data

When you register, we collect the information needed to enrol you in an event, confirm your place, and run the tournament fairly.

Individual and team participant data

For team entries, the captain provides details of team members. Captains must ensure they have each member’s permission to share that information with us.

Payment and transaction information

Paid entries are processed by a third-party payment provider. We receive confirmation of payment and limited transaction records, but we do not store your full card details on our systems.

Lawful bases for processing

We rely on the following lawful bases under the UK GDPR:

Contract: to register you, run events, and process entry fees
Legitimate interests: to administer the club, improve our events, and keep records
Consent: for optional marketing communications
Legal obligation: to meet accounting and other statutory duties

Cookies and similar technologies

Our website uses cookies to function correctly, remember preferences, and understand usage in accordance with applicable UK data protection and privacy laws, including the Privacy and Electronic Communications Regulations (PECR). See the Cookie Information section for full details and how to manage your choices.

Analytics

We use analytics tools to see how our website is used so we can improve it. Analytics cookies are only set where you have agreed to them.

Marketing communications

With your consent, we may email you about upcoming tournaments and club news. You can withdraw consent and unsubscribe at any time using the link in any message or by emailing us.

Data retention

We keep personal data only as long as necessary: registration and event records for up to three years, and financial records for as long as UK tax law requires (currently six years). Marketing data is kept until you unsubscribe.

Data sharing

We do not sell your personal data. We share it only with trusted service providers who help us operate, and where required by law.

Service providers

These include our website host, payment processor, email and communications tools, and analytics provider. All are required to protect your data and use it only for the services they provide to us.

International data transfers

Where a service provider processes data outside the UK, we ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses recognised under UK law.

Data security

We use appropriate technical and organisational measures to protect your data against loss, misuse, or unauthorised access. No system is completely secure, but we take reasonable steps to safeguard your information.

Your data protection rights

Under UK data protection law, you have the right to:

Access your personal data
Request correction of inaccurate data
Request erasure in certain circumstances
Restrict or object to processing
Data portability
Withdraw consent where processing relies on it

To exercise any right, email info@kalteri.org.

Children’s and minors’ privacy

Our events are open to participants aged 16 and over. We do not knowingly collect data from children under 16. Where a participant is 16 or 17, we require parental or guardian consent.

Policy updates

We may update this policy from time to time. The latest version will always appear here with its revision date.

Complaints procedure

If you have a concern about how we handle your data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection:

Website: ico.org.uk
Helpline: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF