Privacy Policy

Last Updated: 30/10/2026

Welcome to Varsovian. Your privacy is important to us, and we are committed to protecting your personal information while providing you with a delightful travel experience. This Privacy Policy outlines how we collect, use, and safeguard your information in accordance with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and the Data Protection Act 2018.

Data Controller Information
The controller of your personal data and the operator of this website is:

• Varsovian Shaun Stubbs
• Correspondence address: Świeradowska 47, 02-662 Warsaw, Poland
• NIP: 1133164899
• Email: contact@varsovian.net

1. Information We Collect

When you visit our website or use our services, we may collect the following types of information:

• Personal Information: This includes your name, email address, telephone number, and any information you voluntarily provide when contacting us, completing forms, submitting feedback, registering for an account, signing up for newsletters, or otherwise communicating with us.
• Student Account Information: If you register for a student member account, we may collect and store information necessary to create and manage your account. This may include your name or display name, email address, account credentials in securely stored form, account creation details, and information relating to your account status.
• Account and Security Records: We may collect technical records relating to account registration, login and logout activity, password changes, password reset requests, authentication attempts, and other activities necessary to manage accounts, protect the website, and prevent unauthorised access.
• Non-Personal and Technical Information: We may collect technical and usage information including your IP address, browser type, device type, mobile device information, operating system, language preferences, referral source, pages visited, time spent on our site, and interactions with website features. Some technical information may be linked to your account or other information that identifies you.
• Game Scores and Gameplay Information: When educational games become available through the student member system, we may collect and store game scores and related gameplay records. This information may be associated with your student account to support educational activities, display results, and operate or improve the games. We do not currently collect game scores through games that have not yet been introduced.
• Communications: We may retain information you provide when contacting us, including enquiries, feedback, and related correspondence.

2. How We Use Your Information

We may use your information for the following purposes:

• To create, manage and maintain student member accounts.
• To authenticate users and provide access to members-only areas and educational materials.
• To manage login, logout, password changes and password recovery requests.
• To maintain website security, detect suspicious activity and prevent unauthorised access or misuse.
• To operate, maintain and improve our website, services and educational features.
• To record and display game scores and related gameplay information when educational games become available.
• To analyse website usage and enhance our services.
• To respond to enquiries and feedback submissions.
• To send you promotional emails about special offers and travel tips, where permitted by law and, where required, with your consent. You can opt out of marketing communications at any time.
• To comply with legal obligations and protect our rights, users and website.

3. Legal Basis for Processing Your Data

We process your personal data under the following legal grounds, as applicable:

• Consent: Where you have given us permission to process your personal information for a specific purpose, such as receiving marketing communications where consent is required.
• Contractual Necessity: Where processing is necessary to provide services you have requested, including creating and maintaining your student account, providing access to members-only features, and operating account-related functions.
• Legal Obligation: Where we need to process information to comply with applicable legal requirements.
• Legitimate Interests: Where processing is necessary for our legitimate interests, such as maintaining website security, preventing fraud and misuse, administering our services, improving website functionality, and analysing website performance, provided that these interests do not override your rights and freedoms.

4. Sharing Your Information

We value your privacy and will not sell, rent or trade your personal information to third parties for their own marketing purposes.

However, we may share your information with the following categories of recipients where necessary:

• Service Providers: Third-party companies and service providers that assist in operating, securing, maintaining or improving our website. These providers may include website hosting providers, email service providers, technical support providers, analytics providers, security service providers and payment processors where applicable. Such providers are only given access to information necessary to perform their services and are required to protect your information appropriately.
• Legal Authorities: Government authorities, regulators, law enforcement agencies, courts or other public bodies where required by law, legal process, or to protect our rights, users or website security.
• Technical and Security Providers: Providers that help us maintain the student account system, process authentication requests, protect accounts and prevent unauthorised access.

Where personal data is shared with service providers, we take appropriate steps to ensure that it is handled in accordance with applicable data protection requirements.

5. Your Rights

Under applicable UK and EU data protection laws, including the UK GDPR and the EU General Data Protection Regulation (GDPR), you may have the following rights regarding your personal data:

• Access: You can request a copy of the personal information we hold about you.
• Rectification: If your information is inaccurate or incomplete, you can request corrections.
• Erasure: You may have the right to request the deletion of your personal data, subject to applicable legal requirements and exceptions.
• Data Portability: Where applicable, you can request a copy of personal data you have provided to us in a structured, commonly used and machine-readable format.
• Withdrawal of Consent: Where processing is based on consent, you can withdraw your consent at any time. This does not affect the lawfulness of processing carried out before consent was withdrawn.
• Restriction of Processing: In certain circumstances, you can request that we temporarily limit how your personal information is used.
• Objection: You can object to certain types of processing based on our legitimate interests. You also have the right to object to the processing of your personal data for direct marketing purposes.
• Complaint: You have the right to lodge a complaint with the relevant data protection supervisory authority if you believe your personal information has been processed unlawfully. If you are in Poland, the relevant authority is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych).

To exercise any of these rights, please contact us at contact@varsovian.net.

6. Cookies

Our website may use cookies and similar technologies to support website functionality, remember your preferences, maintain secure sessions, analyse traffic and improve your browsing experience. These technologies may include cookies placed by us or by trusted third-party service providers.

• Essential Cookies: These cookies are necessary for the website to function properly. They may support essential features such as secure login sessions, account authentication and website security.
• Performance Cookies: These cookies help us understand how visitors interact with our website by collecting information about website usage and performance.
• Functionality Cookies: These cookies enable the website to remember preferences and provide enhanced functionality.
• Third-Party Cookies: These cookies may be set by trusted third-party services that support website functionality, analytics, payment processing, embedded content or other features.

Where required by applicable law, non-essential cookies will only be used with your consent. You can also control or delete cookies through your browser settings and preferences. Most browsers allow you to refuse or remove cookies.

Please note that disabling essential cookies may prevent certain website features from functioning correctly, including student account login and other secure member-only features.

7. Data Security

We take the security of your personal information seriously. We implement appropriate technical and organisational measures to protect your data from unauthorised access, alteration, loss or misuse.

Student account information, including passwords, is handled using appropriate security measures. Passwords are stored in securely hashed form rather than as readable text.

We also take measures to protect account access, manage password recovery requests and reduce the risk of unauthorised use of the student member system.

However, please be aware that no method of transmission or storage over the Internet is completely secure. We cannot guarantee absolute security, but we strive to protect your information using appropriate safeguards.

8. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this Privacy Policy, including providing our services, managing student accounts, responding to enquiries, maintaining website security, complying with legal obligations, resolving disputes and enforcing our agreements.

Contact Information: Information submitted through contact forms or email may be retained for a reasonable period to allow us to respond to enquiries, maintain records of communications and address follow-up issues.

Student Account Information: Information associated with student accounts may be retained for as long as the account remains active and for an appropriate period afterwards where necessary for legal, security or administrative purposes.

Account and Security Records: Technical records relating to login attempts, authentication, password resets and other account activity may be retained for a limited period where necessary to maintain security, investigate suspicious activity and administer the student member system.

Technical Information: Information such as server logs and website usage records may be retained for security, fraud prevention and website administration purposes for a limited period before being deleted or anonymised.

Game Scores and Gameplay Information: When educational games become available, game scores and related gameplay records may be retained for as long as necessary to operate the games, provide educational features, maintain relevant account records and fulfil applicable legal obligations.

When personal information is no longer required, we will take reasonable steps to securely delete or anonymise it in accordance with applicable laws and our retention practices.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the introduction of new website features, changes to the student member system, or for other operational, legal or regulatory reasons.

We will publish the updated version on our website and indicate the date of the latest update. Where significant changes are made, we will take appropriate steps to bring them to your attention.

We encourage you to review this Privacy Policy periodically to remain informed about how we handle your personal information.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, or wish to exercise your data protection rights, please contact the data controller:

Varsovian Shaun Stubbs

Email: contact@varsovian.net

Mail: Świeradowska 47, 02-662 Warsaw, Poland

NIP: 1133164899