Introduction and scope
The Utah Jigsaw Puzzle Association provides puzzle programs, swap meet platforms, tournament bracket tools, lending library trackers, event galleries, and volunteer boards throughout the Beehive State. This privacy policy describes the practices that govern the personal data we handle when you use the association website jigsawutah.hair, register for club membership, reserve a puzzle, join a tournament, or contact us.
The developer name JigsawUtah built and maintains the digital systems described in this document. All processing decisions are made by and for the Utah Jigsaw Puzzle Association, with registered business address at 5338 W Lightening Peak Cir, Riverton - 84096-6430, United States (US).
This policy applies to visitors who browse without an account, members who hold an active membership, volunteers who schedule shifts, event organisers who run swap meets or tournaments, and any individual who writes to our contact email address at direct@jigsawutah.hair.
The terms used throughout reflect plain language so that every puzzler, whether brand new or seasoned, can understand exactly what happens with personal data. Where a defined word appears, it means the meaning given in the sentence that first introduces it.
Nothing in this policy is intended to limit any stronger protection granted by law. If any law in your location requires a higher standard, that standard will govern for residents of that location where the law applies to us.
Who we are
The Utah Jigsaw Puzzle Association is a community-driven organisation that designs computer systems for puzzle integrated clubs and coordinates public events. Our full trading name is Utah Jigsaw Puzzle Association and we operate the website found at jigsawutah.hair.
Our registered mailing and business street address is 5338 W Lightening Peak Cir, Riverton - 84096-6430, United States (US). You may reach the person responsible for data matters and general correspondence by writing to direct@jigsawutah.hair or by telephoning +19867775288.
The association relies on a small team of volunteer coordinators, a tech coordinator from the developer project JigsawUtah, and a rotating cast of table captains who host club nights. Each of these people handles data only to the extent needed for the role they perform.
Information we collect
We collect different categories of information depending on how you engage with the association. The full list appears below so you can see every field at a glance.
- Identity details, such as your first name, last name, preferred name, and a display name you choose for the member directory.
- Contact details, such as an email address, a telephone number, and a mailing region within Utah so we can suggest nearby meet venues.
- Account details, such as a username, a secure password in hashed form, your membership number, the date you joined, and your renewals history.
- Membership records, such as the membership tier you hold, the number of club nights you have attended, and the tournaments you entered.
- Lending library records, such as the puzzles you checked out, the check out and return dates, and any condition notes you leave about damaged boxes.
- Swap meet records, such as the number of pieces you placed, the titles you brought to the swap table, and the boxes you carried home.
- Volunteer records, such as the shifts you claimed, the hours you served, and the roles you prefer at swap meets.
- Event interactions, such as the events you marked as attending and any photo consent you give for result galleries.
- Communication records, such as the subject lines and message bodies you send through our contact form or direct email.
- Technical data, such as your internet protocol address, the browser type you use, the operating system, and broad geographic region we derive from the connection.
We only collect the data that supports a real club function. We never ask for payment card numbers on this site, and we never require a government identifier. Where a field is optional, we say so on the form itself.
Why we collect information
Every item of data we collect serves a clear purpose for the running of the association and its systems. We collect membership details to confirm that a person belongs to the club, to renew memberships on schedule, and to give each member a recognised place at the table.
We use your contact email to send a newsletter about club nights, swap meets, and special events. We use borrowed phone numbers only for urgent coordination, such as a last minute venue change or a notification that a reserved puzzle is unavailable.
Lending library records help us know which puzzle is living with which member, so that titles return on time and the collection stays complete. Swap meet records let us credit members fairly with a piece tally and help us spot titles that travel often between households.
Volunteer schedules let table captains know who will staff a table, which keeps events safe and well organized. Event attendance and consent records let us build result galleries and honour the wishes of people who prefer not to appear in photographs.
Technical data keeps the site stable, helps us find and fix errors, and gives us a broad sense of how many visitors come in from each part of the state so we can open new club nodes where demand is strong.
Lawful bases for processing
We process personal data only where we have a lawful reason to do so. The reasons vary by task and are explained here.
- Performance of a membership contract, because joining the association creates an agreement that we fulfil when we log swaps, host events, and maintain your membership.
- Compliance with a legal obligation, because some records such as event safety logs and financial ledgers must be kept for a set period.
- Legitimate interest, because we need a modest amount of member data to keep the club viable, safe, and welcoming, and this interest does not override your rights.
- Consent, which we obtain before we photograph any member for a gallery, before we send certain marketing messages, and before we rely on a new processing purpose.
Where we rely on consent, you may take the consent back at any moment without penalty. Removing consent does not undo processing that already happened while the consent was active, but it does stop any future use of that basis.
When a purpose depends on legitimate interest, we balance that interest against your privacy. Convenience for the club never wins if it would place an unreasonable burden on you or expose you to an unfair outcome.
Privacy for children
Our puzzle events welcome young puzzlers alongside their families, and we take special care with any related personal data. This section explains those safeguards. Privacy for children is a priority in every policy we write.
We do not knowingly collect personal data from a child without the consent of a parent or guardian. If a child under the age of digital consent wishes to join, a parent or guardian must complete the registration and act as the account holder.
The parent or guardian is treated as the contact for the child account. All outreach about events, swaps, and lending returns goes to the adult on file. A child is never added to a broadcast list on their own.
If you believe a child younger than the applicable age has provided information to us without adult consent, please contact us at direct@jigsawutah.hair or call +19867775288. We will delete the account and remove the relevant records promptly and confirm the removal to you.
Our event galleries never publish a child alone. Where a photo includes children, we blur faces or only publish with written adult consent collected at check in.
Data security measures
Protecting member data rests on several layered safeguards. We describe the important ones so you know what the association does behind the scenes.
- Encryption in transit, so that all traffic between your browser and our servers travels over a secure channel and cannot be read in the open.
- Hashed credentials, so passwords are never stored in readable form and cannot be retrieved even in an internal file review.
- Access control, so that only the coordinators who truly need a record can view it, and every access is tied to a named volunteer account.
- Role separation, so that a table captain sees only the shift roster and a lending librarian sees only the loan queue rather than the entire dataset.
- Regular review, where the JigsawUtah developer team checks logs, prunes stale access, and patches the platform on a schedule.
- Backup discipline, so that an accidental deletion can be restored while the daily working copy stays lean.
No computer system is perfectly secure, and we cannot promise an absolute guarantee. What we can promise is that we apply reasonable and industry recognised protections, we review them each quarter, and we respond quickly when a weakness is reported.
Data retention periods
We keep personal data only as long as it is genuinely useful, and we delete it sooner when a member asks. The typical periods appear below.
- Active account data stays for as long as your membership is current and for a short grace period after a lapse, in case you renew.
- Lending logs stay for one season after the final return so we can settle any lost piece claims fairly.
- Tournament and swap records stay for two years so we can publish season rankings and resolve disputes with an audit trail.
- Photo consent records stay as long as the associated image stays published, which in practice matches the active gallery file.
- Subscriber contact details stay until you unsubscribe, and we process an unsubscribe within days of receiving it.
- Technical logs used for security stay for a rolling period of months before automatic purging.
At the end of a retention period the relevant records are deleted or made irretrievable. Records that must survive for a legal or financial reason are kept only in the minimal form the law demands.
Third party services
To run an efficient club we lean on a few specialist services. Each one receives only the data required to perform its task and is bound by its own data agreement.
Our web host stores the site files and the member database in secure data centres. Our mail delivery service routes the newsletter and transactional email to your inbox. Our calendar tool coordinates venue bookings for club nights.
We choose third parties carefully and we review their privacy posture before we sign. We do not sell your data to any third party, we do not rent lists, and we never allow a swap partner to market to our members through our data.
Any third party that handles member data on our behalf must obey this policy, must delete data when we ask, and must tell us about any incident without delay. Where a service is unnecessary we drop it rather than accumulate dependencies.
Analytics and aggregate data
To improve the website we collect a modest amount of anonymous, aggregate usage data. This is different from personal data because no single visitor can be identified from it.
- Page view counts over time, to learn which sections puzzlers read most.
- Device categories, to know whether most members join from a phone, a tablet, or a desktop computer.
- Broad geographic buckets such as a whole county, never an exact street.
- Click patterns on key buttons such as the swap reservation and the library checkout links.
Aggregate statistics may be shared with event sponsors in a rounded form, for example the total number of pieces placed across a season. Those figures never contain names, emails, or individual lending histories.
If you would like to opt out of the light analytics that records a visit event, you can decline the consent banner, and no such event will be recorded for your session.
International data transfer
The association operates from 5338 W Lightening Peak Cir, Riverton - 84096-6430, United States (US). Most data is held in the United States, and some support tools may route data through other regions as part of standard global delivery.
When data crosses a border we ensure that protections travel with it. We rely on provider commitments, standard contractual safeguards, and applicable local rules to keep your information at a comparable level of care wherever it is stored.
You retain the same rights over your data regardless of the region in which a server happens to sit. A transfer never lowers the standard described in this policy.
User rights and choices
Depending on where you live, you may hold a set of rights over the personal data we process. We honour these rights regardless of wording so long as we can verify the request safely.
- Right of access, to receive a copy of the personal data we hold about you.
- Right to rectification, to correct inaccurate or incomplete details on your profile.
- Right to erasure, to ask that we delete your account and related records where no legal duty keeps them.
- Right to restrict, to ask that we pause certain processing while a request is reviewed.
- Right to portability, to receive your core profile data in a readable, portable format.
- Right to object, to challenge processing that relies on legitimate interest or that serves direct marketing.
- Right to withdraw consent, where consent is the basis for a particular activity.
To exercise any of these rights, write to direct@jigsawutah.hair or call +19867775288. We may ask for a small proof of identity so that we do not release your records to someone else.
We respond to verified requests within the time the law allows. When a request is complex or arrives in a busy season we will tell you at once if we need more time and we will keep you updated.
Corrections and updates
Keeping your profile accurate is a shared job. You can update most membership details at any hour through the member portal without contacting a volunteer.
If you notice an error that you cannot fix yourself, such as a mistaken swap tally or a lending date on the wrong weekend, send the correction to direct@jigsawutah.hair. Include your membership number and a short description of the change.
We aim to correct confirmed errors within ten calendar days. When a correction affects a published leaderboard or a swap total for a season that is already final, we will note the correction and apply it to all future counts.
Technical records such as server logs are not editable, but those contain no meaningful personal detail beyond an address that rotates quickly.
Data breach response
If a security incident ever exposes member data, we follow a set response path so that the impact stays as small as possible.
- Contain, by closing the entry point, changing affected credentials, and isolating the records involved.
- Assess, by determining exactly which categories of data were touched and for how many people.
- Notify, by telling the regulator and the people affected without unreasonable delay where the law requires it.
- Remediate, by fixing the underlying weakness and adding safeguards so the same path cannot reopen.
- Review, by documenting the event and revising our procedures to prevent a repeat.
We report honestly. If a breach exposes information that could harm someone, we say so plainly and give practical next steps rather than hiding behind technical jargon.
Automated decisions
We do not make significant decisions about you based purely on automated processing with no human involvement.
A volunteer coordinator reviews membership appeals, lending disputes, and contest results. Ranking totals are calculated automatically by the tournament platform, but any appeal is decided by a person who can read the full context.
If a fully automated decision were ever introduced, such as an automatic wait list ordering for a sold out swap, we would update this policy first, explain the logic in plain language, and offer a route to request human review.
Links to outside sites
From time to time the website links to outside resources such as a venue map, a county park page, or a charitable partner. Those sites have their own privacy policies, and this policy does not govern them.
Before you follow a link, remember that the outside site may set cookies and that its owner decides what happens to the data it collects. We encourage you to read the policy of any linked site that gathers personal information.
We choose partners whose values match our own, but we cannot control what a separate domain does. A link on our site is never a promise that the outside service protects data to our standards.
Changes to this policy
The association reviews this privacy policy each year or whenever the systems or the law change meaningfully. When we update the policy we change the version date at the foot of this page and mark the history below.
For a minor wording change we simply publish the new version. For a change that affects how personal data is used knowingly, such as a new category of collection or a new sharing partner, we will draw the change to the attention of current members by email.
Continuing to use the site after an update means you accept the newly published version for activity that happens from that day forward. Historical activity remains governed by the policy that was in force at the time it occurred.
We keep an archive of prior versions in the member portal so you can always see what changed.
Contact and complaints
Questions about this policy, requests based on the rights described above, and any lodging of a concern should be directed to the secretary of the association.
You may reach our data matters team by email at direct@jigsawutah.hair, by telephone on +19867775288, or by post at Utah Jigsaw Puzzle Association, 5338 W Lightening Peak Cir, Riverton - 84096-6430, United States (US).
When you write, please describe your question with enough detail for us to verify that you are the person the records concern. We keep every complaint confidential and reply to it directly rather than airing it publicly.
If you live in a region with a supervisory authority and you believe we have not resolved a concern fairly, you are entitled to raise the matter with that authority. We will cooperate fully with any lawful inquiry.
Thank you for taking the time to understand how the Utah Jigsaw Puzzle Association cares for your information. Every piece, and every detail behind it, is important to us.
Privacy policy version 1.0. Effective as of the date first published for the community by JigsawUtah on behalf of the Utah Jigsaw Puzzle Association.