Privacy Policy

Who we are

Westchester Game Zone(“we”, “us”, “our”) operates the website at https://westchestergamezone.com and the gaming lounge on the 2nd floor egame room, inside the westchester gym at 11 Clearbrook Road, Elmsford, NY 10523. We host birthday parties, gaming tournaments, camps, and corporate events. This policy explains what personal information we collect, why we collect it, how we protect it, and what choices you have.

Information we collect

We collect only what is necessary to operate the venue, process bookings, and communicate with you:

• Contact information— name, email address, phone number, and mailing address submitted through our contact, booking, and waiver forms, including the type of event you are inquiring about (party, tournament, camp, or corporate).
• Waiver and liability release data— guardian name, participant names, dates of birth, medical conditions disclosed, signature image, IP address, and timestamp. This data produces a signed PDF waiver stored securely and emailed to you.
• Booking and payment information— party package selection, date/time, guest count, and transaction details. Payment card data is collected and processed entirely by Stripe; we never see, store, or have access to your full card number.
• Account information— if you create an account via Clerk, we store your name, email, and a provider identifier (Google, Apple, or email login).
• Usage and analytics data— via PostHog, we collect pageviews, button clicks, device type, browser, and approximate geolocation. This data is used in aggregate to improve the website. We do not build individual advertising profiles.
• Photo and video— if you consent to the photo release in our waiver, photos or videos taken at the venue may be used on our website and social media. You may opt out when signing the waiver.

How we use your information

• To process party bookings, tournament registrations, and payments
• To generate, store, and email signed liability waivers
• To respond to inquiries submitted through our contact form
• To send booking confirmations and party invitation emails
• To manage your account and authenticate your identity
• To improve site performance, fix bugs, and analyze usage patterns
• To comply with legal obligations (e.g., retaining waivers)

We do not sell your personal data. We do not share it with third parties for advertising.

Service providers

We use a limited number of trusted vendors who process data on our behalf under their own privacy policies:

• Vercel — website hosting and edge delivery
• Supabase — database and secure file storage (waivers, bookings)
• Stripe — payment processing (PCI DSS Level 1 compliant)
• Clerk — user authentication and account management
• PostHog — product analytics
• Nodemailer / SMTP — transactional emails (confirmations, waivers, invites)
• Google Calendar — scheduling integration for availability

Cookies and tracking

We use the following types of cookies:

• Essential cookies— required for authentication sessions, booking flow state, and CSRF protection.
• Analytics cookies— PostHog uses a cookie to distinguish unique visitors and track aggregate usage. No advertising cookies are used.

You can disable non-essential cookies in your browser settings. Booking and waiver functionality will continue to work without them.

Data retention

• Waivers — retained for 7 years from date of signature, consistent with New York liability requirements.
• Booking records — retained for 3 years for accounting and dispute resolution.
• Contact form submissions — retained for 1 year, then deleted.
• Analytics data — automatically anonymized after 12 months.

Data security

We protect your data with HTTPS encryption in transit, encrypted storage at rest in Supabase, row-level security policies on our database, and Stripe’s PCI-compliant payment infrastructure. We do not store payment card data on our servers.

Children’s privacy (COPPA)

Our parties, tournaments, and camps frequently include guests under 13. We do not knowingly collect personal information directly from children under 13 through this website. All bookings, account creation, waiver signatures, and payments must be completed by a parent or legal guardian.

If you believe a child under 13 has submitted personal information without verifiable parental consent, contact us immediately at westchestergamezone@gmail.com and we will delete it within 48 hours.

Your rights

Depending on where you live (including under New York law), you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Opt out of analytics tracking
• Receive a copy of your data in a portable format

Email westchestergamezone@gmail.com to exercise any of these rights. We will respond within 30 days.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected in the “Last updated” date at the top of this page.

Contact

Questions about this policy? Contact us at westchestergamezone@gmail.com, call (914) 609-3096, or visit us at 11 Clearbrook Road, Elmsford, NY 10523.