Privacy Policy

Last updated: October 2026 (club payments added) - interim, pending paid legal review

ePegboard is run by Mike Stoker as a sole trader, "Mike Stoker trading as ePegboard" ("we", "us"). This statement explains how we handle data in the web app at play.epegboard.com, in the desktop app, and on this website. We are the data controller for the personal data described here, except club payment records, which belong to the club (see Club payments). We are in the process of commissioning paid legal review of this policy; this is the interim version.

🌐 Web app (play.epegboard.com)

  • What we store.
    Member details (names, optional contact details, optional photos for in-app identification), session history, game results, payment tracking, and ratings. Stored separately for each club. Each club's data is isolated and accessible only via authenticated login by the club's authorised users.
  • Where we store it.
    On a server we rent from IONOS, in the UK or the EU. IONOS provides the server as our processor and acts only on our instructions. Encrypted in transit (HTTPS). Backed up daily; backups retained for 60 days.
  • Who we share it with.
    We do not sell or rent your club's data. Two service providers handle some of it for us:
    • IONOS delivers the web app's emails, such as session emails, invites and sign-in links. It processes the recipient's email address and what the email says, which can include a player's name and the club's name.
    • Stripe takes payments, if your club takes payments online, and receives what it needs to do that (see Club payments).
    IONOS also provides the server the web app runs on (see above). We do not share your club's data with anyone else, unless the law requires us to.
  • Cookies.
    The web app uses session cookies to keep you logged in. No third-party tracking cookies during normal use.

💳 Club payments (web app)

  • The club is in charge of its payment records.
    Some clubs take payments online through the web app: session bookings, passes, monthly plans, payment requests and fees owed on the night. Who booked, paid or owes, and the names and emails of people who pay by a link, are the club's records, and the club is their controller. We are the club's processor: we keep those records for the club and use them only to run its bookings and payments, on its instructions.
  • Stripe takes the payment.
    Card and bank details are entered on Stripe's own pages and never reach us. Stripe is an independent controller for card and bank details, identity checks on the club's officers and fraud screening, under Stripe's privacy policy.
  • How long payment records are kept.
    Clubs must keep their accounts for six years, so payment records are kept for six years after the end of the club's financial year in which the last payment they relate to was made. Then the names and emails of people who paid by a link are removed. Members' payment records stay with their member record for as long as the club keeps it.
  • Your rights.
    To see, correct or delete your payment records, ask the club first. We will help the club answer.

The web app's full privacy policy has the detail.

💻 Desktop app (Windows)

  • No personal player data is collected or transmitted automatically.
    The desktop app does not send personally identifiable player information (e.g. names, emails, contact details) to us or to anyone else.
  • Admin-controlled data only.
    Club organisers may choose to enter player names or contact details. This data is stored locally on the club's own computer and we never access it.
  • Club-identified usage statistics.
    The desktop app may occasionally send usage data that identifies the club (such as session counts or attendance). This information is used solely to monitor licensing and improve product features. No player-level data is included.
  • Offline functionality.
    The desktop app operates fully offline during sessions. An internet connection is only required to activate licensing and optionally share usage stats.

🖥️ Website (epegboard.com)

  • Cookies and analytics.
    This website may use basic cookies or analytics tools to monitor usage. No personal information is collected unless explicitly submitted by the user.
  • Contact forms and email.
    If you contact us via a form (purchase request, bug report, feature request, etc.), your information is used solely for that communication. We do not share or sell your data.

🔒 Your rights (GDPR)

  • You may request a copy of any personal data we hold about you or your club.
  • You may request deletion of your data at any time.
  • You may export your club's data from the web app at any time (member list, session history, etc.).
  • To make a request, email us at admin@epegboard.com.

📍 Data storage summary

Web app: data is held on the server we rent from IONOS, encrypted in transit, and kept separate for each club.
Desktop app: data is stored locally on your club's own computer or device; we do not host or have access to your session or member data.