Our Privacy Commitment
The Stronghold Gaming Club Incorporated follows the principles of the Australian Privacy Principles as a governance standard, whether or not the Privacy Act 1988 applies to a particular activity. We collect only information reasonably needed to operate the Club, do not sell personal information and take practical steps to protect it.
Information We Collect
- Identity and contact details, including private Discord usernames, email addresses, public display names and Stronghold IDs.
- Account and security data, including salted password hashes, login sessions, email-verification records, password-reset tokens and authenticator status. The Club does not store your plain-text password.
- Membership, payment, order, booking, attendance and account-credit records.
- Game, Game Master, Knight, Steward, accolade, ranking and contribution records.
- Content you submit, including profile information, images, game descriptions, places-to-play listings, Marketplace advertisements, public contact details, feedback, complaints and support messages.
- Administrative records, including private Steward notes, audit logs and security events.
Why We Collect It
We use personal information to verify accounts, administer membership, process payments and orders, operate bookings and events, publish information a member has chosen to make public, manage safety and conduct, calculate Club recognition, send essential account messages and newsletters where subscribed, prevent abuse and meet legal and financial-record obligations.
Public and Private Information
Your public display name and information deliberately placed on an approved public profile or listing may be visible to visitors. Places-to-play, GM-game and Marketplace forms clearly identify public fields before submission. Do not enter a private home address or private contact information in a public listing. Private Discord usernames, account email addresses, payment references, authentication information, private notes, member-register details and complaint files are not intentionally published.
Service Providers
The website uses Cloudflare infrastructure for hosting, Workers, D1 database storage and R2 image storage; Square for hosted payment processing; Discord for community roles, communication and selected Admin notifications; and Brevo for email verification, password resets and subscribed newsletter delivery. These providers may process information in jurisdictions outside Australia under their own privacy and security arrangements.
The Club may disclose information where reasonably necessary to a venue, event organiser, payment provider, insurer, professional adviser or authority, or where you consent. We do not provide member lists to sponsors for marketing.
Email and Newsletter Preferences
Account verification, password-reset, booking, payment and other essential service emails may be sent when required to operate your account. The monthly Stronghold newsletter is sent only to addresses marked as subscribed. It may include promotions, accolades, Monthly Meetup games, events, approved Marketplace listings and Looking for Group posts. You can unsubscribe through your Player Profile or the link in each newsletter without closing your account.
Game Master Voucher Information
For Monthly Meetup Game Master credits, the website stores the calculated credit balance, Eastlake Gift Voucher requests, Admin approval, the nominated Monthly Meetup pickup and collection confirmation. The voucher workflow does not collect bank account or payment-card details.
Security and Retention
Security controls include restricted Admin access, mandatory authenticator enrolment for active Admins, password hashing, expiring verification and reset tokens, audit logging, same-origin controls and restricted public data endpoints. No system is risk-free.
Financial, governance and prescribed records may be retained for at least seven financial years. Historical game and event records may be preserved after account closure to maintain accurate Club history. Other information is deleted or de-identified when it is no longer reasonably required, subject to legal, safety and dispute needs.
Access, Correction and Account Closure
Members can update public profile information through the Dashboard and can ask a Steward to access or correct other information. Account closure disables login and hides the public profile while retaining records that the Club must or reasonably needs to preserve.
Privacy Complaints and Data Incidents
Use the Complaints page and select Privacy, or contact a current Steward. We will assess the issue, restrict access where appropriate, preserve evidence and notify affected people or regulators where required.
Contact
Email: starszstronghold@gmail.com
Policy effective 28 July 2026. Review at least annually and whenever the Club materially changes how it handles personal information.