Privacy Policy

1. Who We Are and Scope

BoardGameNite is operated by BoardGamesNMore Inc. This Privacy Policy applies to the BoardGameNite events platform, including public event pages, account pages, Quick Play Setup, friends and friend groups, invitations, registration, waitlists, QR workflows, scoring, leaderboards, Player History, payment-policy workflows, refunds, credits, reports, diagnostics, and support.

This policy does not replace any separate policy that may apply to the BoardGamesNMore ecommerce store, payment processors, hosting providers, analytics providers, or other third-party services.

2. Personal Information We Collect

We may collect account information such as name, display name, email address, password hash, profile details, language and preference settings, login/session information, verification status, and account role.

We may collect event and participation information such as created events, saved locations, venue/address information, registrations, waitlist entries, cancellations, check-ins, QR pass usage, invitations sent or received, table assignments, attendance status, score submissions, score reviews, opt-outs, corrections, Player History, and leaderboard eligibility.

We may collect social information such as friend requests, accepted friends, friend groups, blocked users, group visibility selections, friend-based event invitations, and related timestamps.

We may collect payment-policy and reconciliation information such as registration payment status, pending payment, paid status, paid offline, waived/comped, score-only, expired payment, refund status, platform credit status, cash refund amount, transaction-fee withholding where permitted, receipt metadata, checkout/payment identifiers, and administrative notes. We do not store full card numbers.

We may collect technical and security information such as IP address, user agent, device/browser details, cookies, session identifiers, CSRF metadata, diagnostics, audit logs, error logs, rate-limit records, and abuse-prevention records.

3. How We Collect Information

Information may be provided by you when you create an account, update your profile, register for events, create events, save locations, use friends/social features, submit or verify scores, make reports, contact support, or use payment/refund/credit workflows.

Information may also be provided by event hosts, Event Planners, administrators, moderators, payment processors, email delivery providers, hosting providers, analytics providers, anti-abuse tools, and other service providers used to operate the platform.

Some information is collected automatically through cookies, sessions, server logs, security controls, diagnostics, and browser requests.

4. Why We Use Personal Information

We use personal information to operate the platform, create accounts, authenticate users, verify email, support password reset, discover events, use alert-area search, create events, reuse saved addresses, manage registrations, waitlists, check-in QR passes, Join QR, Score QR, invitations, friend groups, attendance, scoring, score verification, corrections, leaderboards, Player History, reports, moderation, diagnostics, payment/refund/credit reconciliation, and support.

We use information to send operational messages such as account verification, password reset, registration confirmation, cancellation notices, event change notices, waitlist notices, friend and event invite notices, late score-access invites, scoring reminders, payment notices, refund notices, platform-credit notices, policy exception notices, administrative notices, and support responses.

We also use information to improve, secure, and maintain the platform; prevent abuse; investigate complaints; monitor performance; enforce rules; comply with law; and protect users, events, payments, refunds, credits, and scoring integrity.

5. Consent, Limiting Collection, and User Choices

We collect, use, and disclose personal information for identified platform purposes and only as reasonably necessary for those purposes, except where law permits or requires otherwise.

You may choose not to provide certain information, but some features may not work without it. For example, registration requires account and event data, alert-area search requires saved location coordinates, and payment/refund workflows require payment-status information from the processor or administrator.

You may manage available profile, notification, friend, block, privacy, registration, payment/refund support, and scoring choices through account tools where provided.

6. Friends, Social Features, and Invitations

If friends-list features are used, the platform may process friend requests, accepted-friend relationships, friend groups, declined or dismissed invitations, blocked-user relationships, friend-based event invitations, group visibility settings, and friend attendance visibility preferences.

Depending on your settings and the feature being used, accepted friends may see limited information about your event activity or invitations. Friend groups allow users to organize accepted friends for private visibility or targeted invites.

Blocking another user may limit friend requests, invitations, and other interactions, but administrators may still access records needed for safety, support, audit, or legal purposes.

7. Scoring, Leaderboards, Community and Reliability scoring

When users participate in events or scoring, the platform may store gameplay results, rankings, placements, points, cooperative win/loss data, score submissions, approvals, disputes, score corrections, opt-out choices, peer review status, completion acknowledgements, and related timestamps.

The platform may calculate Community and Reliability scoring using platform activity such as attendance, check-in, completed games, cancellations, no-shows, score participation, approval activity, peer review signals, validated game participation, and moderation signals.

Some scoring information may appear in public event results, recent leaderboards, game-specific leaderboards, or Player History where enabled. Private attributes and internal reliability/community calculations are restricted according to platform rules and user settings.

8. Public, Shared, and Private Platform Data

Because BoardGameNite is a community event platform, some information may be visible to the public, to event participants, to accepted friends, to event hosts, to Event Planners, to administrators, or to moderators depending on the feature and your settings.

Information that may be public or shared includes event titles, descriptions, dates, times, venue details, host display names, table capacity, registration counts, friend attendance indicators where enabled, gameplay results, standings, and public leaderboard or profile information where enabled.

Information generally treated as restricted includes account security data, email addresses except where operationally required, payment records, refund records, internal moderation notes, private ratings, internal audit logs, security logs, diagnostics, and administrative policy notes.

9. Location and Nearby Event Features

If location-related features are used, the platform may process city, region, country, venue address, saved event addresses, alert radius, geocoded event coordinates, alert-area coordinates, missing-coordinate diagnostics, and distance preferences to display or recommend events.

Event venue addresses and general location details may be displayed as part of public listings, registration workflows, calendar details, invitation flows, QR workflows, or event administration.

10. Cookies, Sessions, Analytics, and Similar Technologies

We use cookies, session data, CSRF tokens, security metadata, and similar technologies to keep users signed in, maintain platform state, preserve preferences, secure forms, prevent abuse, rate-limit sensitive actions, improve usability, support analytics, and assist diagnostics.

Some technologies are necessary for core operation of the site. Blocking essential cookies or session tools can prevent login, registration, scoring, payment recovery, refund processing, or other features from working correctly.

11. Payments, Refunds, Credits, and Waivers

If paid events, registration fees, deposits, or similar charges are enabled, payment processing may be handled by a third-party provider such as Stripe. We may receive and store payment status, amount, currency, payment or checkout identifiers, registration linkage, refund status, credit status, and reconciliation metadata, but we do not store full card numbers.

Where permitted by applicable law and the applicable event policy, approved cash refunds may be processed at 95% of the eligible refundable amount, with 5% withheld to offset transaction and credit card processing charges that are not refunded to us. Approved platform credits may be issued at 100% of the eligible refundable amount.

Refund eligibility is null and void beginning 12 hours before the event start time because a held spot may not reasonably be fillable before the event. After that cutoff, refund or credit requests may be denied unless a specific event policy, organizer decision, or applicable law requires otherwise.

If an administrator waives or comps a registration, marks payment as paid offline, or marks a player as score-only, we may store the status, reason, timestamp, and administrative user associated with that action for audit, support, reconciliation, and abuse-prevention purposes.

12. Disclosure of Information

We do not sell personal information in the ordinary meaning of that term.

We may share information with service providers that support hosting, email delivery, payments, refunds, credits, analytics, diagnostics, backups, security, anti-abuse controls, and platform operations, only to the extent reasonably necessary for those services.

We may disclose information to event hosts, Event Planners, administrators, moderators, or internal staff when needed to operate events, manage registrations, investigate issues, enforce rules, handle payments/refunds/credits, support users, protect safety, or comply with law.

13. Account Deletion, Deactivation, Retention, and Anonymization

The platform may offer account deletion, deactivation, ban, suspension, reactivation, or similar account-status workflows. Deletion requests may remove or anonymize personal account data where technically and legally appropriate.

Some records may need to be retained for legal, audit, accounting, fraud-prevention, payment/refund/credit reconciliation, dispute, security, or event-integrity purposes. Where full deletion is not appropriate, records may be anonymized, detached from personal identity, or retained in restricted form.

We retain personal information only as long as reasonably necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

14. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including authentication controls, password hashing, session protections, CSRF protection, role-based access controls, audit and diagnostic logs, rate limiting, and deployment safeguards.

No online service can guarantee absolute security. Users are responsible for keeping passwords confidential, using strong passwords, and reporting suspected account compromise promptly.

15. User Choices, Access, and Correction

You may be able to review and update account/profile information, privacy preferences, notification choices, friend and block settings, event participation choices, payment/refund support records, and scoring or leaderboard preferences through available account tools.

You may contact support@boardgamenite.com to request access, correction, deletion, or other privacy assistance, subject to identity verification, technical limitations, legal requirements, and platform integrity needs.

16. Children and Minors

The platform is intended for users who are old enough to create an account and participate in events under applicable law and platform rules. Users should not provide personal information for a child without appropriate authority or consent.

Event hosts and organizers are responsible for ensuring their events are suitable for the intended participants and comply with applicable laws, venue rules, and supervision requirements.

17. International Processing and Service Providers

Personal information may be processed or stored in Canada, the United States, or other jurisdictions where our service providers operate. Information processed in another jurisdiction may be accessible to courts, law enforcement, or government authorities in that jurisdiction according to local law.

We take reasonable steps to use service providers that support appropriate confidentiality, security, and data-protection obligations.

18. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we may update the date above, post a notice on the platform, or provide account or email notice where appropriate. Continued use of the platform after the updated policy becomes effective means the updated policy applies to future use, except where law requires additional consent.

19. Contact Information

Questions about this Privacy Policy or privacy requests may be sent to support@boardgamenite.com.

BoardGamesNMore Inc., 4945 Rue Jolicoeur, Pierrefonds, Quebec, H9H5H9, Canada. Email: support@boardgamenite.com.