Privacy

What we store

• Your name, display name, login email and (optionally) study programme and year.
• Your university email and when it was verified, to confirm you are a student.
• If you sign in with Google: your Google account ID and email.
• Your event registrations, waitlist places, check-ins and no-shows.
• Penalties for no-shows and late cancellations, with any 90-day registration ban and, when the board excuses one, the board's note.
• Your email preferences (event reminders, and whether you told us you are not a student).
• If you share it with sponsors: your CV (a PDF), when you agreed to share it and to which version of the wording, and a log of which sponsor viewed your profile or downloaded your CV, and when.
• Your expected graduation year, if you fill it in.
• If you are a contact at one of our sponsors: the email address your invitation was sent to, and when you accepted the data-sharing agreement.
• A record of administrative actions (for example role changes), so the board can see who changed what.

Who can see it

Other members see your display name and university badge, and the display names of people registered for an event. Your display name, university badge and tournament results also appear on the public rankings and on your player profile. You can hide them from visitors who aren't logged in under Profile → Preferences; members still see them. Door staff (tournament directors) see the real names of people registered for the events they run. If you share your CV, the club's sponsors see the details listed under “CVs and sponsors”. Everything else is visible to the club board only.

Emails are sent through our mail provider, Resend (EU region), and a copy of each queued email is kept for at most 30 days. We don't sell your data or share it with anyone else, and all data is stored in the EU.

CVs and sponsors

Sharing your CV with the club's sponsors is optional. You choose it on your profile by uploading a PDF and ticking the consent box. We record which version of the consent wording you agreed to; if the wording changes, you agree to the new version the next time you upload.

• Contacts at our current sponsors can then see your name, login email, university, study programme, study year, expected graduation year, CV and club statistics (events attended, tournaments, wins, best finish, and this semester's points and rank).
• Sponsors only have access while their sponsorship runs and after accepting our data-sharing agreement. It lets them use your details only to contact you about jobs, internships and recruitment events, forbids passing them on, and requires them to delete downloaded CVs within 6 months or when the sponsorship ends.
• Every CV download by a sponsor is logged. Profile views are logged too, but repeat views of your profile by the same company within 24 hours count as one entry. You see the company and the time on your profile; the club board sees the full log, including which sponsor contact it was.
• This log stays visible to you after you remove your CV, until you delete your account.
• Removing your CV deletes the file and withdraws your consent at once, and sponsors no longer see you. Copies a sponsor already downloaded fall under the agreement above.
• If you don't share a CV, sponsors only see anonymous totals of the membership, in which any group smaller than five people is shown as “fewer than 5”.
• Sponsor contacts can't share a CV themselves, and are not listed to sponsors.
• When we invite a sponsor contact, we keep the email address the invitation went to. The address is cleared straight away when the club removes the contact, whether or not the invitation was accepted, and 30 days after an invitation that was never accepted expires.

Deleting your account

You can delete your account at any time from your profile. Your personal details, emails, Google link, verifications, CV and CV view log are removed, your future registrations are cancelled and your penalties are deleted. Past tournament results and attendance remain in the history under “Former member”.

Questions

Email [email protected].