Privacy Policy

1. Who We Are

The Lotus Guild is an independent Los Angeles-based tabletop gaming community. We operate this website (thelotusguild.com) to share information about our events, membership process, and community portal.

Contact: info@thelotusguild.com

2. Data We Collect

We only collect information that is needed to operate the community and this site. Depending on how you interact with us, we may collect:

• Membership applications: email address, city, preferred games and collecting interests, and any other details you submit on the membership request form.
• Portal accounts: email address and password, authenticated via our authentication provider (Supabase Auth). We also store your account role (e.g., member, manager, admin).
• Event RSVPs and ticket purchases: name, email, and payment details. Payment processing is handled by our payment processor; we do not store full card numbers ourselves.
• Sponsor inquiries: email address submitted via the “Become a Sponsor” form.
• Community event submissions: any details you submit through the event-idea submission form.
• Technical data: IP address, browser type, device info, and similar data collected automatically by our hosting and analytics services.

[CONFIRM: Please confirm whether you collect phone numbers, mailing addresses, or any other fields not listed above.]

3. How We Use Data

We use the information we collect to:

• Review and respond to membership applications.
• Manage event RSVPs and ticket purchases.
• Operate portal accounts and manage member roles.
• Communicate with you about events, membership decisions, and community updates.
• Improve the website and member experience.

4. Third Parties & Data Sharing

We do not sell or rent your personal data to third parties. We work with a small number of service providers that process data on our behalf:

• Supabase — provides authentication, database, and backend storage for portal accounts and site data.
• Payment processor — [CONFIRM: please confirm the payment processor you use, e.g., Stripe or Paddle]. They process payment details for ticket purchases and RSVPs.

Sponsor logos on our site may link to their own external websites. Those sites have their own privacy policies and practices, which we do not control.

5. Cookies & Local Storage

We use cookies and similar technologies to keep you signed in and to support the basic functionality of the site. Supabase Auth may set session cookies and local storage tokens to manage your authentication state.

[CONFIRM: If you use analytics or tracking tools, list them here and their cookie details.]

You can manage or delete cookies through your browser settings at any time. Disabling authentication cookies may prevent you from signing in to the portal.

6. Data Retention

We keep your account and membership data for as long as you maintain a relationship with The Lotus Guild. If you close your portal account or leave the community, we delete or anonymize your personal information within a reasonable time, unless we are required to keep it for legal or accounting reasons.

Rejected membership applications are handled separately from active member data and are deleted after a reasonable period. [CONFIRM: Please confirm the retention period for rejected membership applications.]

7. Your Rights

You can ask us to access, correct, or delete the personal data we hold about you. To make a request, email us at info@thelotusguild.com.

California Residents (CCPA)

California residents have the right to know what personal data we collect, the right to delete that data, and the right to opt out of the sale of personal data. The Lotus Guild does not sell personal data. To exercise your CCPA rights, contact us at the email address above.

EU and UK Residents (GDPR)

If you are in the European Union or United Kingdom, our lawful basis for processing your personal data is generally the performance of our community services and your consent when you submit a form. You have the right to access, correct, delete, or restrict the use of your data, and the right to object to processing. You may also lodge a complaint with your local data protection supervisory authority.

[CONFIRM: Please confirm the lawful basis for each type of processing if you need a more detailed GDPR breakdown.]

8. Children’s Privacy

The Lotus Guild and its services are intended for adults. [CONFIRM: Please confirm the minimum age required for membership and event participation.] We do not knowingly collect personal data from children under 13. If you believe we have collected information from a child under 13, please contact us at info@thelotusguild.com and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last Updated” date at the top of this page and, where appropriate, notify members via email or the portal.

10. Effective Date

This Privacy Policy is effective as of August 19, 2026.