Vetrukis Privacy Policy
Last updated: 16 September 2026
Vetrukis (“we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights in relation to it. It applies to our board game tournament club based in Melbourne, Victoria, and to this website, vetrukis.com. By using our website or registering for our tournaments, you agree to the practices described here.
Organisation Responsible for Your Personal Information
Vetrukis is responsible for the personal information collected through this website and our tournament activities. If you have any questions about this policy or how we handle your information, you can contact us using the details at the end of this policy.
Types of Personal Information We Collect
Depending on how you interact with us, we may collect the following:
Tournament registration data — your name, email address, phone number, chosen tournament, participation type, experience level and any optional message you provide.
Team information — where you register as a team, we may collect your team name and the number of team members.
Contact form data — your name, email address, phone number, chosen subject and the content of your message.
Payment-related information — where you register for a paid tournament, information necessary to process your entry fee. Card payments are handled by third-party payment processors, and we do not store full card details ourselves.
Website usage information — limited technical information collected through cookies, as described below.
Why We Collect Your Personal Information
We collect and use your personal information for the following purposes:
Tournament administration — to process registration requests, confirm places, manage events and organise participation.
Participant communications — to contact you about your registration, upcoming events and any changes to tournaments you’ve registered for.
Customer service — to respond to your enquiries and provide assistance.
Payments — to process entry fees for paid tournaments where relevant.
Website operation — to run and maintain this website and improve your experience.
Marketing communications — only where appropriate and permitted, and only where you have consented. You can opt out of marketing communications at any time.
Consent
Where we rely on your consent to collect or use your personal information — for example, when you tick the consent box on a form or opt in to marketing — you can withdraw that consent at any time by contacting us. Withdrawing consent won’t affect any processing that has already taken place.
Data Retention
We keep your personal information only for as long as we need it for the purposes described in this policy, or for as long as required to meet legal, accounting or reporting obligations. When it’s no longer needed, we take reasonable steps to securely delete or de-identify it.
Service Providers
We may share your personal information with trusted service providers who help us run the club and this website, including:
Payment processors — to handle entry fees for paid tournaments.
Hosting and technical providers — to host and maintain this website and our systems.
We only share the information necessary for these providers to perform their services, and we expect them to protect your information appropriately.
Disclosure of Your Personal Information
We do not sell your personal information. We may disclose it to the service providers described above, or where required or authorised by law.
Overseas Service Providers
Some of our service providers, such as hosting or payment providers, may store or process information outside Australia. Where this occurs, we take reasonable steps to ensure your information continues to be handled in line with Australian privacy standards.
Data Security
We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. While no method of transmission or storage is completely secure, we work to safeguard the information you provide.
Accessing Your Personal Information
You have the right to request access to the personal information we hold about you. Contact us using the details below and we’ll respond within a reasonable timeframe.
Correcting Your Personal Information
If any of the information we hold about you is inaccurate, incomplete or out of date, you can ask us to correct it, and we’ll take reasonable steps to do so.
Privacy Complaints and Enquiries
If you have a concern about how we’ve handled your personal information, please contact us and we’ll do our best to resolve it. We take privacy concerns seriously and will investigate and respond to any complaint. If you’re not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).
Australian Privacy Requirements
We handle personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth), as they apply to our activities.
Information Concerning Minors
Our tournaments and website are intended for a general audience. Where a participant is under 18, we ask that a parent or guardian provides any consent required and assists with registration. If you believe we’ve collected a minor’s personal information without appropriate consent, please contact us and we’ll address it.
Cookies
This website uses cookies — small text files stored on your device — to help the site function, remember your preferences, understand how the site is used and, where permitted, support relevant content. Some cookies are essential for the website to work properly, while others are optional. You can manage your cookie preferences at any time through the cookie banner on our website, where you can accept or decline optional categories of cookies.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The “Last updated” date at the top shows when it was last revised. We encourage you to review it periodically.
Contact Us
Vetrukis
120 Collins Street
Melbourne VIC 3000
Australia
Tel.: +61 3 7644 0874
Email: info@vetrukis.com