Privacy Policy

Who We Are

This website, warbands.net, publishes the ruleset, event calendar, and community information for Warbands Battle Game. As explained throughout this site, Warbands is not a formal organization — it's a shared ruleset and framework used by independent volunteer hosts to run events. There is no central company or club that owns or administers every event; each event is run by its own host. This policy covers the warbands.net website and the paper waiver used at Warbands events. Questions can be directed to us at or on Discord.

What Information We Collect

We collect information in two very different ways, and it's important to know which is which:

• Website usage data. We use Google Analytics on every page of this site. It automatically collects your approximate IP address (used to infer general location), browser and device type, pages visited, time on page, and the site or search engine that referred you here. This is associated with a randomly generated identifier, not your name, and is not connected to any waiver information.
• Event waiver information. To participate in a Warbands event, you complete a Waiver, Release of Liability, Assumption of Risk, and Media Consent — typically on paper at event check-in, though a specific event's host may instead offer online registration. Either way, this is handled by the event host, not submitted through this website. The waiver collects: your real name, date of birth, mailing address, cell phone number, email address, emergency contact name and phone number, any serious health issues or conditions you voluntarily choose to disclose, your persona name, and your warband.
• If you are a minor, the waiver separately collects information from two roles, which may or may not be the same person: (1) your parent/legal guardian, who assumes risk and signs the release on your behalf — their signature, printed name, relationship to you, and phone number, plus your own persona name, date of birth, and warband; and (2) an adult point of contact for event-day logistics — just that person's name and phone number. The guardian's signature must be notarized (in person at the event, or via a remote online notarization service if the event offers online registration).

Photos, Video, and Your Likeness

The waiver's media consent works differently for adults and minors:

• Adult participants consent to being photographed, filmed, and recorded at Warbands activities, and grant a broad, worldwide license for Warbands to use their image, likeness, voice, and performance for promotional and commercial purposes, without compensation. This doesn't waive any right of publicity or privacy protection that can't be waived under the applicable state's law.
• Minors' guardians get an explicit choice. The waiver asks the parent/guardian to check one of two boxes: consent to commercial/promotional use of the minor's image on the same terms as adults, or decline it. If declined, Warbands may still take incidental photos/video for safety and event-operations purposes, but not for promotional or commercial use.

In practice, this is how event photos end up on this website (the home page gallery and social-share images), on the Warbands Facebook Group, and on Discord — drawn only from participants (or minors' guardians) who consented to that use. If you have a specific concern about a photo of you or your minor, reach out via or Discord and we'll do our best to help, though the waiver itself governs the underlying rights.

How We Use Your Information

• Usage data is used in aggregate to understand which pages get visited and how people find the site, so we can improve it.
• Waiver information is used only for event safety and liability purposes — confirming age and consent, having emergency contact and health information on hand in case of injury, and maintaining a record that the release and assumption of risk were signed. It is not used for marketing, and it is not sold or shared with any commercial third party.

Google Analytics & Cookies

Google Analytics sets small cookies in your browser to distinguish visitors and sessions (typically _ga, which expires after 2 years, and _gid, which expires after 24 hours). These cookies don't contain your name or contact information. Google processes this data under its own privacy terms — see policies.google.com/privacy. To opt out of Google Analytics across all sites, you can install the Google Analytics Opt-out Browser Add-on. We don't use advertising cookies, tracking pixels, or any analytics tool beyond Google Analytics.

Who Can See Your Information

Because Warbands has no central organization, your signed waiver is held by the host of the specific event you attended, along with the Heralds or check-in staff that host designates — not by every host across every event, and not by a central Warbands database. We don't sell, rent, or trade your personal information to anyone.

Data Retention

Because waivers are collected by independent event hosts — whether on paper at check-in or through a specific event's own online registration process — rather than through this website, retention practices can vary by host. If you'd like to know how long a specific event's waivers are kept, ask that event's host directly, or reach out on Discord and we'll help connect you. Google Analytics data is retained by Google per its standard retention periods, adjustable via the opt-out tool linked above.

Your Rights

You can request access to, correction of, or deletion of personal information held about you. For waiver information, contact the host of the event where you signed it. For anything related to this website, email us at or reach us on Discord and we'll respond as promptly as we can. If you're located somewhere with additional data protection rights (such as the EEA, UK, or California), those rights apply on top of what's described here.

Minors

Warbands' default minimum participation age is 16, and some hosts may adjust this locally. Anyone under 18 must have a parent or legal guardian complete a notarized assumption-of-risk and release on their behalf, separately choose whether to consent to commercial/promotional use of the minor's image, and — if that guardian isn't the one who'll be present event-day — name a separate adult point of contact. This website itself has no account creation, sign-up forms, or other means of directly collecting information from visitors of any age; waiver data (for participants of any age) is always collected by the event host, whether on paper or through that specific event's own registration process, never through warbands.net.

External Links

This site links out to Discord, Facebook, and Google Maps, among others. We aren't responsible for the privacy practices of those platforms — review their own privacy policies before sharing information there.

Changes to This Policy

We may update this policy as the site or the waiver changes. When we do, we'll update the effective date at the top of this page.

Contact

Questions about this policy, the website, or a waiver you've signed can be directed to or the Warbands Discord server.