Privacy Policy

Games Haven UK — Nottingham’s Specialist Tabletop Gaming Venue

Website: https://www.gameshaven.co.uk
Last updated: 13 October 2026

1. Introduction

Welcome to Games Haven.

We’re a Nottingham-based tabletop gaming venue, board game café, hobby shop and events space. Our activities include miniature wargaming, roleplaying games, collectable card games, board games, tournaments, cosplay, live-action roleplaying (LARP), themed activities, community gatherings and other organised events.

Games Haven operates both a physical venue and an online presence, including an online shop, event and table booking services, contact forms and email communications.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, when it may be shared with other organisations, and the rights available to you.

We recognise that visiting a gaming venue, booking a table, attending an event and buying a product online are different activities. They don’t all require the same information, and we aim to collect only what is reasonably necessary for each purpose.

This policy applies to personal information processed by Games Haven through our website, online shop, booking systems, events, customer communications and associated venue activities.

It should be read alongside our Cookie Policy, website Terms and Conditions, booking conditions and any additional notices provided for particular events.

2. Who We Are

Trading name: Games Haven UK
Data controller: Robert Powell – Director Games HAven
Trading address: 192 Lower Parliament Street, Nottingham, NG1 1EH, United Kingdom
Website: https://www.gameshaven.co.uk
Email: info@gameshaven.co.uk
Telephone: 0115 778 6186
Company registration number: [INSERT IF APPLICABLE]
Privacy contact: Games Haven Privacy Enquiries, via the email address above.

Games Haven is responsible for deciding why and how personal information is processed for its own business activities.

Some of the services we use are provided by independent companies. Depending on the service and the information involved, these companies may act as data processors on our behalf or as separate data controllers.

Where an external event organiser operates independently, that organiser may also be responsible for its own collection and use of participant information.

3. The Information We Collect

Depending on how you interact with Games Haven, we may collect the following categories of information.

3.1 Personal and contact information

This may include your name, email address, telephone number, postal or delivery address, account username and contact preferences.

3.2 Booking and event information

When you reserve a gaming table, book a room or register for an event, we may collect your booking reference, attendance details, event selection, ticket type, number of participants, gaming preferences and communications concerning your reservation.

For organised competitions, leagues and tournaments, we may also process player names, registered teams or factions, match results, rankings and participation records where these are necessary to administer the event.

3.3 Online shop information

When you use our online shop, we may collect your billing and delivery details, purchased products, order reference, transaction status, payment confirmation, returns, refunds and customer service correspondence.

Payment card information is generally processed by the payment service provider used at checkout. The exact arrangements depend on the payment service and checkout integration.

3.4 Website and technical information

When you access our website, our hosting, security and website services may process technical information, including IP addresses, browser and device information, operating system, referring pages, website activity, error logs and security-related records.

Some information may be collected through cookies or similar technologies, subject to the rules described in our Cookie Policy.

3.5 Communications and marketing preferences

If you contact Games Haven, join a mailing list or subscribe to announcements, we may store your correspondence, subscription preferences, consent records and relevant communication history.

3.6 Event photographs and recordings

Photographs or video recordings may be taken at certain Games Haven activities, particularly public events, tournaments, cosplay activities and community gatherings.

Where individuals are identifiable, these images may constitute personal information. Additional information about our approach to photography appears in Section 10.

3.7 Accessibility, dietary and safety information

Some customers may voluntarily provide details relating to accessibility requirements, dietary needs, allergies or arrangements for participating safely in particular activities.

Such information may reveal health or other sensitive personal information.

We will seek to collect only the information needed to make appropriate arrangements and will apply the relevant legal safeguards, including a suitable additional condition where special category data is involved.

We do not require visitors to disclose medical diagnoses or other unnecessary personal details simply to use our venue.

4. Why We Use Your Information

We process personal information for specific purposes and under an appropriate lawful basis provided by UK data protection legislation.

Our legitimate interests may include maintaining a secure website, responding to customers, preventing fraudulent transactions, administering our venue and improving our services.

Where we rely on legitimate interests, we consider whether our interests are outweighed by individuals’ rights and freedoms.

Providing information needed for a booking, purchase or delivery may be necessary for us to fulfil that service. If essential details are not supplied, we may be unable to complete the transaction or reservation.

Optional marketing information is not required to make a purchase or use our venue.

5. Online Shop, Orders and Payments

Games Haven’s website includes an online retail service for gaming-related goods, merchandise and other products.

When an order is placed, information may be processed to confirm the purchase, arrange payment, manage stock, fulfil delivery, handle refunds and communicate with the customer.

Order-related information may be shared with the payment processor, website commerce platform, fulfilment partner, delivery company and other providers directly involved in completing the transaction.

We will not treat the provision of an email address for an order as automatic permission to send unrelated promotional emails.

Transaction and order information may also be retained where necessary for tax, accounting, consumer protection, dispute resolution and legal purposes.

5.1 Payment processing

Payments are handled through the payment services connected to our online shop.

Payment provider: [INSERT CONFIRMED PROVIDER OR PROVIDERS]

The payment provider may process payment card details, billing information, transaction identifiers and fraud prevention information according to its own applicable privacy arrangements.

Games Haven may receive payment status, transaction references and limited information required to administer orders, rather than complete card details.

6. Printify and Print-on-Demand Products

Certain products offered through our online shop may be manufactured and fulfilled through Printify, a third-party print-on-demand service.

Printify enables merchants to arrange the production and distribution of merchandise through its platform and production partners.

Where an order requires Printify fulfilment, the information shared may include:

• Customer name and delivery address.
• Ordered products, sizes, colours and quantities.
• Product customisation or artwork, where applicable.
• Order references and fulfilment instructions.
• Contact details where needed for delivery or resolving an order issue.

Printify and its production or fulfilment partners may process this information to manufacture, package, dispatch and manage the relevant products.

Printify states that it acts as a data processor when handling merchant end-customer information for order fulfilment. It may have separate responsibilities when processing information for its own purposes.

Customer information required for international fulfilment may be processed outside the United Kingdom, subject to applicable legal protections.

Games Haven remains responsible for providing appropriate privacy information about its own collection and use of customer order data.

Printify’s privacy information is available at:

7. BookingNinja and Venue Reservations

Games Haven uses BookingNinja to support bookings and reservations.

This may include tabletop gaming spaces, board game tables, wargaming tables, roleplaying rooms, private bookings, venue hire and event participation.

Information processed through the booking system may include:

• Customer name and contact details.
• Date, time and duration of a reservation.
• Booking type, table or venue requirements.
• Number of attendees.
• Booking status and applicable charges.
• Notes or requests submitted with the booking.
• Communications relating to cancellations or alterations.

This information enables us to manage availability, avoid conflicting reservations, prepare suitable spaces and contact customers about their bookings.

BookingNinja’s published terms identify the venue as the controller of end-customer booking information and BookingNinja as a processor acting on the venue’s behalf.

Information supplied during booking is not automatically added to our promotional mailing list. Any marketing use must have its own lawful basis and satisfy the relevant electronic marketing requirements.

BookingNinja’s privacy information is available at:

8. Mailchimp, Newsletters and Marketing

Games Haven uses Mailchimp to manage email marketing, subscriber lists and promotional communications.

These communications may include news about the venue, new products, gaming nights, tournaments, special events, workshops and other Games Haven activities.

Where you subscribe, we may share your name, email address, subscription preferences and related records with Mailchimp.

Depending on the features enabled, Mailchimp may also process information about email delivery, interactions, preferences and campaign performance.

We will send marketing emails where we have valid consent or another lawful basis and are permitted to do so under the Privacy and Electronic Communications Regulations.

In limited circumstances, the rules may allow us to contact existing customers about our own similar products or services, provided all applicable conditions are satisfied, including offering a clear opportunity to opt out when information is collected and in subsequent marketing messages.

You can withdraw marketing consent or unsubscribe at any time using the link in a marketing email or by contacting Games Haven.

Unsubscribing does not prevent us from sending essential transactional communications about existing purchases or bookings.

Mailchimp may process information internationally, including in the United States, using applicable transfer arrangements.

Mailchimp’s privacy information is available at:

9. Gaming Events, Tournaments and Community Activities

Games Haven hosts and supports a wide range of organised and informal gaming activities.

These can include roleplaying sessions, miniature wargaming, card game tournaments, board gaming, cosplay gatherings, bring-and-buy events, LARP, themed workshops, demonstrations and other activities.

Depending on the event, we may need to process participant information to register players, prepare seating or gaming areas, administer competitions, publish results, communicate event changes or meet reasonable safety requirements.

9.1 Competitions and published results

For leagues and tournaments, participant names or chosen player names, team names, event results, placings and other relevant competition information may be recorded.

Some results may be displayed at the venue or published online where this is an expected and appropriately disclosed part of the event.

Any external league reporting, public ranking system or transfer of competition records to a governing or organising body should be explained in the relevant event information.

9.2 External organisers

Some activities are organised or delivered in collaboration with independent clubs, demonstrators, event promoters, tournament organisers or other businesses.

Where information needs to be provided to an external organiser, we will limit disclosure to what is appropriate for that event and explain the arrangement where required.

Independent organisers may have their own privacy policies and legal responsibilities.

We do not permit event organisers to use our customer information for unrelated marketing merely because they have hosted an activity at Games Haven.

9.3 Bring-and-buy events

Where Games Haven administers seller registration or transactions for bring-and-buy events, information may be processed to identify registered sellers, manage items and sales, administer payments, resolve disputes and maintain any legally required records.

Additional terms may apply where sellers act independently or payments are collected on behalf of third parties.

9.4 Activities requiring safety arrangements

Certain activities, including physical demonstrations, LARP and lightsaber-based activities, may require additional participation or safety information.

We will use relevant information only for appropriate event administration, accessibility, safety or legal purposes and apply additional protections where it includes sensitive personal data.

10. Photography, Filming and Promotional Material

Games Haven may arrange photography or filming during selected venue activities.

Images may be used for event reporting, website content, social media, posters or other promotional material, provided there is an appropriate lawful basis.

We recognise the difference between general event photography and the deliberate use of an identifiable person’s image for advertising or promotional features.

Where appropriate, we will provide photography notices, seek consent or make alternative arrangements for visitors who do not wish to be photographed.

Particular care will be taken when photographing children, private gaming groups or activities involving sensitive personal information.

Event photography will not automatically be treated as permission to create advertising material featuring an identifiable individual.

If you believe an image has been used inappropriately, you can contact us to request a review.

We will assess the request in accordance with applicable data protection rights and other relevant legal obligations.

11. Children and Young People

Games Haven welcomes different sections of the gaming community, including families and younger players where appropriate for the activity.

We recognise that children’s personal information requires particular care.

For events involving children, we may need limited participant information and, where appropriate, contact details for a parent, guardian or responsible adult.

We aim to collect the minimum necessary information, provide understandable privacy information and restrict access to information supplied for safeguarding or participation arrangements.

We will not knowingly use children’s information for unrelated direct marketing without an appropriate lawful basis and compliance with relevant rules.

Photographs, videos and publicly displayed results involving children will receive additional consideration.

Age restrictions, supervision requirements and relevant booking conditions will be explained separately where necessary.

12. Contact Forms and Spam Prevention

Visitors can contact Games Haven through website forms, email and other published contact methods.

When you submit an enquiry, we may process your name, contact details, message and information reasonably necessary to respond.

Our website also uses Akismet to help identify spam and potentially abusive form submissions.

Akismet is an Automattic service. Information submitted through protected forms, together with relevant technical data, may be processed for spam detection and website security.

We use enquiry information to respond to the matter raised, provide assistance and maintain relevant correspondence records.

Contacting Games Haven does not, by itself, subscribe you to our marketing communications.

13. Cookies and Similar Technologies

Our website may use cookies and comparable technologies to support its operation.

These can include technologies used for:

• Essential website functions, security and shopping baskets.
• Maintaining sessions and remembering preferences.
• Supporting bookings and checkout processes.
• Measuring website performance and visitor activity.
• Delivering embedded media or external content.
• Advertising and marketing measurement, where enabled.

Some technologies are necessary to provide services requested by visitors. Others may require consent before they are activated.

We will explain relevant technologies, their purposes and available choices through our Cookie Policy and consent controls.

Where consent is required, visitors should be able to accept or reject the relevant non-essential technologies, and change their preferences subsequently.

Cookie settings: [INSERT FUNCTIONAL COOKIE PREFERENCES LINK]

Full Cookie Policy: [INSERT COOKIE POLICY LINK]

14. External Websites and Embedded Content

Our website may contain links to third-party websites, social media services, mapping tools, event registration pages, video platforms and other external resources.

Where external content is embedded directly into a Games Haven page, the provider may receive technical information or use cookies and similar technologies.

External organisations are responsible for their own processing activities where they act as independent controllers.

We encourage visitors to review relevant privacy information when using third-party services.

We cannot control the privacy practices of websites operated independently of Games Haven.

15. How We Share Information

We may disclose limited personal information to organisations providing services necessary for our activities.

These may include:

• Website hosting, maintenance, security and anti-spam providers.
• E-commerce and payment processing services.
• Printify and associated production or fulfilment partners.
• BookingNinja and associated booking services.
• Mailchimp for email marketing and subscriber administration.
• Postal, courier and delivery providers.
• Accountants, professional advisers and appropriate business service providers.
• Independent event organisers, where relevant and properly disclosed.
• Public authorities or regulators where disclosure is legally required.

We share information only where there is an appropriate legal basis and a relevant business, contractual or legal purpose.

We do not sell customer contact lists to unrelated third parties for their independent marketing.

16. International Data Transfers

Some of our service providers operate internationally or engage overseas hosting, support, manufacturing and fulfilment partners.

Consequently, personal information may be transferred to or accessed from countries outside the United Kingdom.

Where UK data protection law requires safeguards for restricted international transfers, we will use an applicable legal transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards.

Different providers and processing activities may involve different countries and transfer mechanisms.

You may contact us for further information about applicable safeguards.

17. How Long We Keep Information

We do not intend to retain personal information indefinitely.

Retention periods depend on why the information was collected, whether it remains needed for an active service, and any applicable accounting, regulatory, legal or dispute-related obligations.

Our retention arrangements cover the following categories:

Where information is no longer required, it will be deleted, anonymised or otherwise handled appropriately.

Some information may remain temporarily in backups or in records that must be retained for legal purposes.

The precise retention schedule is maintained internally and should be reviewed whenever our services or legal obligations change.

18. How We Protect Information

Games Haven aims to apply reasonable and proportionate technical and organisational measures to protect personal information.

These measures should reflect the risks associated with the information, the services involved and the nature of our business.

Our arrangements may include access controls, secure connections, software maintenance, account security, appropriate service-provider agreements, staff access restrictions and backup or recovery procedures.

No internet-connected service can guarantee absolute security.

Where a personal data breach occurs, we will investigate and take appropriate action, including notifying the Information Commissioner’s Office or affected individuals when legally required.

19. Your Data Protection Rights

Depending on the circumstances, UK data protection law provides rights concerning your personal information.

These may include the right to:

• Be informed about how your information is collected and used.
• Access personal information held about you.
• Rectification of inaccurate or incomplete information.
• Erasure in circumstances where deletion is legally required.
• Restriction of certain processing activities.
• Data portability where applicable.
• Object to processing carried out on particular lawful bases.
• Withdraw consent where processing depends on consent.
• Challenge certain automated decisions where applicable under the relevant legal provisions.

You have the right to object to the processing of your personal data for direct marketing at any time.

We will stop processing your information for the direct marketing purposes covered by that objection.

These rights are not absolute in every circumstance. For example, we may need to retain transaction records for legal obligations even after a customer asks for deletion.

You can exercise applicable rights by contacting info@gameshaven.co.uk.

We may need to verify your identity before disclosing or modifying personal information.

We will respond within applicable statutory timescales.

20. Data Protection Complaints

If you have concerns about how Games Haven has used your personal information, please contact us.

Email: info@gameshaven.co.uk
Subject: Data Protection Complaint

Please explain the issue and provide enough information for us to identify the relevant activity or records. Avoid sending unnecessary sensitive information.

We will acknowledge a data protection complaint within 30 days of receiving it and take appropriate steps to investigate without undue delay.

Where appropriate, we will explain the outcome and any steps taken in response.

You also have the right to raise a complaint with the Information Commissioner’s Office.

Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

You do not have to accept our conclusion before approaching the ICO.

21. Automated Processing and Profiling

Games Haven may use automated functions provided by its website, commerce, booking, security and marketing systems.

Examples may include spam detection, order status processing, booking confirmations, website analytics and the management of marketing preferences.

Such functions do not necessarily involve automated decisions producing legal or similarly significant effects on individuals.

If Games Haven introduces automated decision-making of that nature, it will review the legal requirements and provide appropriate information and safeguards.

Where Mailchimp or another system is used to group subscribers according to preferences or engagement, this will be explained where relevant and will remain subject to applicable marketing and data protection requirements.

22. Changes to This Policy

Games Haven may update this Privacy Policy when our website, business activities, service providers or legal responsibilities change.

For example, changes may be necessary when we introduce a new booking platform, payment processor, delivery arrangement, marketing service or event registration system.

The date at the beginning of the policy indicates its most recent revision.

Where a material change affects the use of personal information already collected, we will provide additional information or seek fresh consent where required.

23. Contact Us

If you have questions about this policy, want to exercise your data protection rights, or would like further information about how we handle personal information, please contact:

Games Haven UK
192 Lower Parliament Street
Nottingham
NG1 1EH
United Kingdom

Email: info@gameshaven.co.uk
Telephone: 0115 778 6186
Website: https://www.gameshaven.co.uk
Data Handler: Robert Powell

We want Games Haven to be a welcoming place to meet, play, shop and take part in the gaming community. Respecting people’s personal information is part of making that possible.

End of Privacy Policy.