Privacy Policy

WHO WE ARE

The Gaming Boardroom is a trading name of Fulwood Media Limited, a private limited company incorporated and registered in England and Wales.

Company Number: 12980927

Registered Office:
200 London Road
Twickenham
Middlesex
United Kingdom
TW1 1EX

ICO Registration: CSN 1350026

You can contact us at hello@fulwoodmedia.com or by post at the registered office address above.

INFORMATION WE COLLECT

Information You Provide Directly

When you register for an account, subscribe to our services, or contact us, we may collect:

• Account Information: Name, email address, password, job title, company name
• Payment Information: Billing address, payment card details (processed securely by our payment processor)
• Communications: Any information you provide when contacting us via email, contact forms, or other communication channels
• Profile Information: Any additional information you choose to add to your profile

Information Collected Automatically

When you visit our website, we automatically collect certain information:

• Usage Data: Pages visited, time spent on pages, links clicked, referring website
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: General geographic location based on IP address
• Cookies and Tracking: See our Cookie Policy section below

HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our membership services and platform
• Account Management: To create and manage your account, process payments, and provide customer support
• Communications: To send you service updates, newsletters, marketing communications (with your consent), and respond to your inquiries
• Personalization: To customize your experience and provide content relevant to your interests
• Analytics: To understand how users interact with our website and services, and improve user experience
• Security: To detect, prevent, and address technical issues, fraud, and abuse
• Legal Compliance: To comply with legal obligations and enforce our terms of service

LEGAL BASIS FOR PROCESSING (UK GDPR)

Under UK GDPR, we process your personal data on the following legal bases:

• Contract: Processing necessary to perform our contract with you (membership services)
• Consent: Where you have given explicit consent for marketing communications or optional data processing
• Legitimate Interests: For business purposes such as improving our services, fraud prevention, and security
• Legal Obligation: To comply with legal and regulatory requirements

DATA SHARING AND DISCLOSURE

We do not sell your personal data to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted third-party service providers who help us operate our business (e.g., payment processors, email services, analytics providers)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law, court order, or to protect our rights and safety
• With Your Consent: When you have given explicit permission to share your information

Our Service Providers Include:

• HubSpot: Customer relationship management and email marketing
• Google Analytics: Website analytics
• Payment Processors: Secure payment processing (we do not store payment card details)

All service providers are contractually bound to protect your data and use it only for the purposes we specify.

YOUR DATA PROTECTION RIGHTS

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (“right to be forgotten”)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for processing at any time
• Right to Lodge a Complaint: File a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at hello@fulwoodmedia.com with “Data Protection Request” in the subject line.

ICO Contact:
Information Commissioner’s Office
Website: ico.org.uk
Helpline: 0303 123 1113

DATA RETENTION

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

Retention Periods:

• Account Data: Retained while your account is active and for 2 years after account closure
• Payment Records: Retained for 7 years to comply with financial regulations
• Marketing Communications: Until you unsubscribe or withdraw consent
• Website Analytics: Aggregated data retained indefinitely; individual data for 26 months (Google Analytics default)
• Support Communications: Retained for 3 years after resolution

After the retention period expires, we securely delete or anonymize your personal data.

DATA SECURITY

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction.

Security Measures Include:

• Encryption: Data transmitted over the internet is encrypted using SSL/TLS
• Access Controls: Strict internal access controls and authentication requirements
• Secure Servers: Data stored on secure servers with regular security updates
• Regular Audits: Periodic security assessments and vulnerability testing
• Employee Training: Staff trained on data protection and security practices

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

INTERNATIONAL DATA TRANSFERS

Your personal data may be transferred to and processed in countries outside the UK/European Economic Area (EEA), including the United States, where data protection laws may differ.

When we transfer data internationally, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses (SCCs): Approved by the UK Information Commissioner’s Office and European Commission
• Adequacy Decisions: Where the destination country has been deemed to provide adequate data protection
• Binding Corporate Rules: For transfers within corporate groups
• Explicit Consent: Where you have given informed consent to the transfer

For more information about the safeguards we use for international transfers, please contact us at hello@fulwoodmedia.com.

THIRD-PARTY LINKS

Our website may contain links to third-party websites, plugins, and applications. We are not responsible for the privacy practices of these third parties.

When you click on a third-party link, you will be directed to that third party’s website. We strongly advise you to review the privacy policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

CHILDREN’S PRIVACY

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children under 16.

If you are a parent or guardian and believe your child has provided us with personal data, please contact us at hello@fulwoodmedia.com. We will take steps to delete such information from our systems.

If we become aware that we have collected personal data from children under 16 without verification of parental consent, we will take steps to remove that information immediately.

MARKETING COMMUNICATIONS

We may send you marketing communications about our services, events, and industry insights if:

• You have given explicit consent to receive marketing communications
• You are an existing customer and we are marketing similar services

Unsubscribing:

You can opt out of marketing communications at any time by:

• Clicking the “unsubscribe” link in any marketing email
• Contacting us at hello@fulwoodmedia.com
• Updating your preferences in your account settings

Please note that even if you opt out of marketing communications, we will still send you essential service-related communications (e.g., account notifications, payment confirmations).

AUTOMATED DECISION-MAKING AND PROFILING

We may use automated decision-making and profiling to:

• Personalize your experience on our platform
• Recommend relevant content and resources
• Detect and prevent fraud or abuse

You have the right to object to automated decision-making and request human intervention in decisions that significantly affect you. To exercise this right, contact us at hello@fulwoodmedia.com.

CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs.

When we make material changes, we will notify you by:

• Posting a prominent notice on our website
• Sending an email notification to registered users
• Updating the “Last Updated” date at the bottom of this page

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Continued use of our services after changes constitutes acceptance of the updated Privacy Policy.

CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: hello@fulwoodmedia.com
Subject Line: “Data Protection Officer” for privacy inquiries

Postal Address:
The Gaming Boardroom
200 London Road
Twickenham
Middlesex
United Kingdom
TW1 1EX

We will respond to your inquiry within 30 days.

DOCUMENT DETAILS

First Published: 15th January 2022

Last Updated: 31st December 2025

Data Controller:
The Gaming Boardroom / Fulwood Media Limited
Company Number: 12980927
ICO Registration: CSN 1350026

This privacy policy may be updated from time to time. The latest version will always be available at www.thegamingboardroom.com/privacy