Privacy Policy

This Privacy Policy explains how Turbolarp collects, uses and protects personal data in connection with our website, online ticket sales, communication with participants, and the organisation of Turbolarp events, including EU5 The Grandest LAN Party 2026.

By using our website, placing an order, purchasing a ticket, joining a waiting list, filling out a practical form, contacting us, or participating in our events, you acknowledge that your personal data may be processed in accordance with this Privacy Policy.

1. Data Controller

The controller of your personal data is:

Ustrońskie Rarytasy spółka z ograniczoną odpowiedzialnością
Dr. Michała Grażyńskiego 23
43-450 Ustroń
Poland

KRS: 0000842879
NIP: 5482730678
REGON: 386123924

The company owns and operates the Turbolarp brand.

Contact email: contact@turbolarp.com

2. What data we collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

Ticket purchase and order data

full name,
email address,
phone number, if provided,
country,
order details,
ticket type,
payment status,
order number,
billing details required to issue an invoice, if an invoice is requested,
information about whether the order is made as a private person or an organisation/company,
internal notes related to the order or participant support.

Participant and event organisation data

full name,
email address,
Discord ID or other communication handle, if provided,
team name or team assignment preferences,
accommodation preferences,
dietary preferences or restrictions,
accessibility-related information voluntarily provided by the participant,
transport preferences,
extra night or add-on information,
check-in status,
badge or attendance confirmation,
information submitted through practical forms, surveys or participant forms.

Communication data

email correspondence,
messages sent through contact forms,
support requests,
newsletter preferences,
event-related communication records.

Image, video and event media

During our events, we may collect:

photographs,
video recordings,
livestream or broadcast footage,
participant portraits,
group photos,
images or recordings showing participants taking part in the event.

These materials may be used for event documentation, communication, marketing, social media, press communication, partner communication and promotion of future Turbolarp events.

Website and technical data

When you visit our website, we may process:

IP address,
browser type,
device type,
operating system,
pages visited,
approximate time of visit,
technical cookies and similar technologies necessary for website operation,
basic analytics data, where applicable.

We do not use personal data for remarketing or advertising profiling.

3. Why we process your data

We process personal data for the following purposes:

Order handling and ticket sales

We process your data to:

accept and manage ticket orders,
send payment instructions,
confirm payments,
manage order status,
send order confirmations,
manage waiting lists,
provide ticket-related support.

Legal basis: performance of a contract or steps taken before entering into a contract.

Event organisation

We process your data to:

verify participant identity,
prepare participant lists,
organise accommodation,
organise meals and dietary needs,
organise transport and add-ons,
assign teams or support team matching,
communicate practical information,
manage check-in,
ensure the smooth running of the event.

Legal basis: performance of a contract, legitimate interest of the Organiser, and in some cases consent where information is optional and voluntarily provided.

Safety and Code of Conduct

We process data where necessary to:

ensure participant safety,
enforce the Event Terms and Conditions,
enforce the Code of Conduct,
handle incidents,
protect participants, staff and the venue,
prevent misuse, fraud or disruption of the event.

Legal basis: legitimate interest of the Organiser, compliance with legal obligations, and protection of vital interests where applicable.

Accounting, invoicing and tax obligations

We process data to:

issue invoices,
keep accounting records,
document payments,
comply with tax, accounting and legal obligations,
cooperate with our accounting service providers,
use accounting and invoicing systems, including SaldeoSMART.

Legal basis: legal obligation and legitimate interest of the Organiser.

Communication and newsletters

We process data to:

send event-related information,
answer questions,
provide participant updates,
send newsletters or marketing communication, if you have subscribed or if we may legally contact you based on an existing relationship,
manage mailing lists through Mailchimp.

Legal basis: consent, legitimate interest, or performance of a contract, depending on the type of communication.

You may unsubscribe from marketing emails at any time.

Photos, video and promotional materials

We process event photos, video and related materials to:

document the event,
share memories and highlights with participants,
promote Turbolarp events,
publish event-related content on our websites and social media,
provide materials to partners where necessary for event promotion or communication.

Legal basis: legitimate interest of the Organiser and, where required, consent.

4. Who receives your data

We may share personal data with trusted service providers and partners only where necessary for the purposes described in this Privacy Policy.

These may include:

Ecwid / Lightspeed, as the online store and order management platform,
ING / imoje, as the payment service provider,
SaldeoSMART / Nominus sp. z o. o. , as the accounting, invoice and document workflow system,
Mailchimp / The Rocket Science Group, as the newsletter and mailing platform,
providers of website hosting, IT support and technical infrastructure,
accounting service providers,
legal or tax advisors,
event venues and accommodation providers where necessary for participant accommodation and logistics,
transport providers where transport is purchased or arranged,
photographers, videographers and media production providers,
Paradox Interactive or other event partners where necessary for the organisation, communication, promotion, livestream, broadcast or documentation of the event,
public authorities or courts where required by law.

We only share data to the extent necessary for the specific purpose.

5. International data transfers

Some of our service providers may process data outside the European Economic Area, especially providers of mailing, cloud, IT, analytics or communication services.

Where such transfers occur, we rely on appropriate safeguards required by applicable data protection law, such as standard contractual clauses, adequacy decisions or other legally recognised transfer mechanisms.

6. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy.

In particular:

order and ticket data may be kept for the duration of the event organisation process and afterwards for accounting, legal and claim-related purposes,
invoice and accounting data are kept for the period required by tax and accounting law,
communication data may be kept for as long as needed to resolve the matter and protect our legitimate interests,
newsletter data are kept until you unsubscribe or withdraw consent,
event photos and videos may be kept for documentation, archive and promotional purposes unless you successfully object or request removal where legally possible,
incident and safety-related data may be kept for as long as necessary to protect participants, handle claims or comply with legal obligations.

7. Cookies and similar technologies

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that help the website work properly, remember your preferences, support checkout, improve security and collect basic statistical information.

We may use:

Necessary cookies

These cookies are required for the website and store to function properly. They may support cart functionality, checkout, security, session management and basic website operation.

Functional cookies

These cookies may help remember selected settings or improve the user experience.

Analytics cookies

These cookies may help us understand how visitors use the website and improve its structure and content.

We do not use cookies for remarketing or advertising profiling.

You can manage cookies through your browser settings. Blocking some cookies may affect the functionality of the website or checkout.

8. Automated decision-making and profiling

We do not use your personal data for automated decision-making that produces legal effects concerning you or similarly significantly affects you.

We do not use personal data for advertising profiling or remarketing.

9. Your rights

Depending on applicable law and circumstances, you may have the right to:

access your personal data,
receive a copy of your personal data,
correct inaccurate data,
request deletion of your data,
request restriction of processing,
object to processing based on legitimate interest,
withdraw consent where processing is based on consent,
request data portability,
lodge a complaint with the competent data protection authority.

In Poland, the competent authority is the President of the Personal Data Protection Office.

To exercise your rights, contact us at:

contact@turbolarp.com

We may need to verify your identity before fulfilling your request.

10. Voluntary and required data

Providing some data is necessary to purchase a ticket, process payment, issue an invoice where requested, communicate with you and organise your participation in the event.

Some data, such as dietary preferences, accommodation preferences, Discord ID, team preferences, accessibility information or survey responses, may be voluntary. However, if you do not provide this information, we may be unable to accommodate your preferences or provide certain event-related support.

11. Data security

We use reasonable organisational, technical and administrative measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal data is limited to persons and service providers who need it for the purposes described in this Privacy Policy.

12. Children

Our events are intended for adults only. EU5 The Grandest LAN Party 2026 is available only to participants who are at least 18 years old on the first day of the event.

We do not knowingly collect personal data from children in connection with ticket sales or event participation.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, especially if our services, tools, legal obligations or event organisation process change.

The current version will be published on our website.

14. Contact

For any questions about this Privacy Policy or the processing of your personal data, contact us at:

contact@turbolarp.com