Privacy notice

Last updated: 22 May 2026

Who we are

The data controller is Socialudo Ltd, a company limited by guarantee registered in Scotland (SC757920). Contact: support@gadgetmatch.co.uk.

What we collect

• Account data: your email address, display name, username, and (for Socialudo staff) Slack user ID. Stored to provide the service.
• Authentication tokens: short-lived magic-link tokens (hashed; the raw token is never stored after sending) and signed session cookies.
• Licence records: which licence(s) are attached to your account, their dates, and the internal reference our team recorded when issuing them.
• Games you create: workshop name, welcome message, configuration, and lifecycle timestamps. Not the content of any individual round of play.
• Events: an append-only audit log of significant actions (signup, login, game start/end, licence changes). Used for analytics; aggregated daily and pruned after 365 days.
• Email delivery log: which routine emails we sent you (sign-in links, licence confirmations, reminders), when, and whether our mail provider accepted them. Retained for 365 days; sign-up/sign-in link records not linked to an account lose the address after 7 days, the rest of the log's addresses are removed when you delete your account.

Players who join workshops are not asked to create accounts; we do not store any persistent identity for them.

Lawful bases

• Account, licence, and session data: Contract — necessary to provide the service.
• Magic-link tokens and authentication: Legitimate interests — authentication security.
• Event log / analytics: Legitimate interests — service improvement. Aggregated and pruned to minimise data footprint.
• Email delivery log: Legitimate interests — knowing whether the emails we owe you were delivered, and fixing them when they were not.

Retention

• Magic-link tokens: deleted 7 days after expiry.
• Events: pruned at 365 days; aggregated counts retained anonymously.
• Licence records: retained indefinitely for financial / audit purposes.
• Email delivery log: 365 days; sign-up/sign-in link records not linked to an account lose the address after 7 days, the rest of the log's addresses are removed when you delete your account.
• Account record: retained for the life of the account. When you delete your account, your email, display name, username, and Slack ID are nulled; licence and game records continue to point at the anonymised row so audit trails remain intact.

Who sees your data

Your account and licence data is visible only to Socialudo staff with admin access via our internal admin panel. Mail is sent via Mailjet (EU region) for transactional emails (magic links, expiry reminders). No data is shared with third-party analytics providers.

Your rights

You have the right to access, rectify, port, and erase your personal data. You can exercise these directly:

• Access / portability: the "Export my data (JSON)" button on your Account page downloads a JSON file with all the data we hold about you.
• Rectification: /account lets you update your display name.
• Erasure: /account → "Delete account" anonymises your account.

You can also email support@gadgetmatch.co.uk or, if unsatisfied, contact the UK Information Commissioner's Office (ico.org.uk).

Cookies

We use a single strictly-necessary cookie (gadgetmatch_session) for authentication. No consent banner is required for this under the UK PECR.

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