Privacy Policy

This Privacy Policy explains how Level Up Waukee Games & Goods, LLC (“the LLC”), and Level Up: Waukee Community Gaming Initiative (“the Nonprofit”), collectively referred to as “Level Up Waukee,” collect, use, protect, and share personal information. Although the LLC and Nonprofit sometimes cooperate, they are legally separate entities with their own financial records, tax IDs, and compliance obligations.

We are committed to protecting your privacy and being transparent about how your information is used.

1. Who We Are

Level Up Waukee Games & Goods, LLC

A retail company offering tabletop games, hobby supplies, events, and related merchandise.

Level Up: Waukee Community Gaming Initiative

A 501(c)(3) nonprofit focused on youth engagement, education, and community gaming programs.

Each entity maintains its own records and systems. Depending on the activity you engage in (e.g., making a purchase vs. making a donation), your information may be collected by one or both entities.

2. Information We Collect

We collect personal information in several ways:

2.1 Information You Provide Directly

  • Name

  • Email address

  • Phone number

  • Mailing address

  • Payment information (processed securely by third-party providers)

  • Waiver forms or attendance records for events

  • Volunteer applications

  • Donation information (Nonprofit)

  • Newsletter sign-ups

  • Contact form submissions

2.2 Information Collected Automatically

When you visit our websites:

  • IP address

  • Browser type / device data

  • Pages viewed

  • Referral sources

  • Basic analytics data

2.3 Information Collected at In-Person Events

  • Check-in and attendance logs

  • Photography/video (with consent per event waiver)

  • Emergency contact information when required

  • Age or grade level (for youth programs)

2.4 Information Collected for Safety & Compliance

For volunteers or staff:

  • Background check information (as required in Youth Protection Policy)

  • Certifications, training completion, references

We only collect the minimum information required for safety, program quality, or legal compliance.

3. How We Use Your Information

Your information is used to support the smooth operation of both the LLC and the Nonprofit.

3.1 For the Retail LLC

  • Processing purchases

  • Managing online orders or reservations

  • Running tournaments or paid events

  • Customer service and communication

  • Marketing and promotional updates (opt-in only)

3.2 For the Nonprofit

  • Event registration and attendance

  • Pop-up event planning and safety

  • Volunteer coordination

  • Donation processing and receipts

  • Grant reporting (aggregated, never personal)

  • Communications about community programs

3.3 Uses That Apply to Both Entities

  • Website functionality

  • Analytics to improve programs and services

  • Responding to questions submitted through contact forms

  • Safety, fraud prevention, and compliance with law

We do not sell your personal data.

4. When We Share Information

We only share information when necessary and always with safeguards.

We may share information with:

  • Payment processors (Square, Stripe, PayPal, etc.)

  • Email services (Mailchimp, Squarespace Email, etc.)

  • Background check providers (for volunteer screening)

  • Event management tools

  • Law enforcement or government agencies, if legally required

We never:

  • Sell your data

  • Share your information for unrelated advertising

  • Provide donor information to the LLC

Between the LLC and the Nonprofit

Information is not shared unless:

  1. You explicitly engage with an event or service involving both entities, and

  2. Sharing is necessary for that event (e.g., a shared pop-up registration list).

Even then, only the minimal information needed is shared, and financial records stay fully separate.

5. Photography & Media

At events, we may take photos or videos for promotional use.

We will:

  • Obtain consent through event waivers

  • Offer opt-out options whenever possible

  • Never use images of minors without parental/guardian consent

  • Never sell images or give them to outside parties

If you want a photo removed from our website or social media, email us and we’ll take care of it.

6. Youth Information

The Nonprofit works with youth and takes privacy seriously.

We:

  • Only collect information necessary for participation and safety

  • Never display youth names publicly without consent

  • Never sell or share youth data

  • Require parental consent for minors

  • Follow our Youth Protection Policy for volunteers and staff

7. Cookies & Online Tracking

Our websites and marketing platforms may use:

  • Essential cookies

  • Analytics cookies

  • Optional marketing cookies (opt-in when required)

You can manage cookie settings through your browser.

We do not use:

  • Behavioral ad retargeting for minors

  • Sensitive-data tracking

8. Donations (Nonprofit Only)

When you make a donation:

  • We collect name, email, address, and payment details

  • We issue donation receipts

  • Donor information is stored securely

  • We do not share donor identities publicly unless you choose recognition

Donation information is never shared with the LLC.

9. How We Protect Your Information

We use industry-standard safeguards, including:

  • Secure payment processing

  • Encrypted data transmission (HTTPS)

  • Access controls and password protection

  • Limited access by staff and volunteers

  • Regular audits and compliance checks

However, no system is 100% secure. If a breach occurs, we will notify affected individuals promptly and follow state and federal requirements.

10. Your Rights

Depending on your location, you may have rights including:

  • Access your personal information

  • Request corrections

  • Request deletion (unless we must keep it for legal reasons)

  • Opt out of marketing communications

  • Request a copy of data we have stored

To make a request, email us at:
levelupwaukee@gmail.com

11. Data Retention

We keep data only as long as needed for:

  • Program operations

  • Financial and tax requirements

  • Safety and legal compliance

  • Volunteer and donation records

  • Warranty or customer-service obligations (LLC)

After retention periods expire, data is securely deleted.

12. Third-Party Links

Our website or event pages may link to third-party sites.
We are not responsible for their privacy practices.
We encourage you to review their policies before engaging with them.

13. Changes to This Policy

We may update this Privacy Policy periodically.
When changes occur, we will:

  • Update the “Effective Date”

  • Post the new version on our website

  • Notify users if the changes are significant

14. Contact Us

If you have questions, requests, or concerns, please contact:

Level Up Waukee (LLC & Nonprofit)
levelupwaukee@gmail.com