Privacy Policy - Minis For War Painting Studio

Our Commitment to You (The “Human-Friendly” Version)

Hey there, hobbyist! We’re Minis for War (MFW). You trust us with your miniatures, and you can also trust us with your personal data.

We’re not a faceless corporation; we’re a team of enthusiasts who love games just as much as you do. This policy explains in simple, human terms what data we collect, why we need it, and how we keep it safe. We know this legal stuff can be dry, but transparency is key to our partnership.

1. Who We Are (The Data Controller)

The team officially responsible for your data (known legally as the “Data Controller”) is:

Company: B.C. MINIATURES Bartosz Chrulski
Address: 7a Bitwy Białostockiej Street / 3/1, 15-102 Białystok, Poland
NIP (VAT ID): PL9661978144
REGON: 368732063

2. Data Protection Contact (How to Reach Us)

If you have any questions, concerns, or requests regarding your data, you can always reach our data protection team (and frankly, just our main contact point for this) directly at:

Email: contact@minisforwar.com

3. The “What” and “Why” of Your Data (What We Collect and Why)

We only collect the data we absolutely need to get your army painted and delivered to your doorstep, or to stay in touch if you’ve asked us to. Here’s a simple breakdown:

When you place an order (with or without an account):

What we collect: Your Name, Email Address, Delivery Address, Billing Address (if different), Phone Number, and (if applicable) Company Name & NIP/VAT ID.
Why we need it: To process your payment, fulfill your order (so the courier knows where to go!), communicate with you about your project, and meet our legal tax & accounting obligations.
Legal basis: Contractual necessity (GDPR Art. 6(1)(b)) and legal obligation (GDPR Art. 6(1)(c)) for tax-related records.

When you create an account:

What we collect: Your Name and Email Address (and you can save your addresses for later).
Why we need it: To make your future checkouts faster and let you see your order history.
Legal basis: Contractual necessity (GDPR Art. 6(1)(b)).

When you sign up for our newsletter:

What we collect: Your Email Address.
Why we need it: To send you marketing info, studio updates, and hobby inspiration. We use double opt-in confirmation, meaning you’ll receive a confirmation email after signing up to verify that you genuinely want to join our list.
Legal basis: Consent (GDPR Art. 6(1)(a)). You can withdraw your consent at any time using the unsubscribe link in every email.

When you use our contact form:

What we collect: Your Name and Email Address (and any info you provide in the message).
Why we need it: To answer your questions and provide top-notch customer service.
Legal basis: Legitimate interest (GDPR Art. 6(1)(f)) in responding to your inquiry, or pre-contractual measures if your inquiry relates to a potential order.

When you browse our site:

What we collect: Your IP address and browsing data (via cookies). For full details on what cookies we use, see our Cookies Policy.
Why we need it: To keep our site secure, prevent fraud, and analyze traffic to see what products are popular.
Legal basis: Legitimate interest (security, fraud prevention) and consent for non-essential cookies (analytics, marketing).

When you leave a product review:

What we collect: The name you provide (first name or nickname) and the content of your review.
Why we need it: To display authentic customer feedback on our store and help other hobbyists make informed decisions.
Legal basis: Consent (GDPR Art. 6(1)(a)). See Section 9 below for how we handle reviews.

4. Our Trusted Partners (Who We Share Data With)

We can’t do everything alone. To run our studio and get your models to you, we partner with a few trusted third-party companies. We only share the data they need to do their job.

Courier & Logistics Companies (e.g., DHL, InPost, FedEx): To physically deliver your miniatures. They get your name, address, and contact info (email/phone) for tracking updates.
Payment Operators (e.g., Stripe, PayPal, WooPayments): To securely process your payment. We don’t store your credit card details; they handle all the secure processing.
Newsletter & Marketing (e.g., GetResponse): To manage our newsletter subscriber list and send our marketing emails (only if you opted in).
Analytics & Advertising (e.g., Google Analytics, Google Ads, Meta/Facebook Pixel): To help us understand how people use our site and to show you relevant ads (you can control this via our cookie banner).
Accounting Services: Our accountants need access to invoices to comply with tax laws.
Hosting Provider: Our website and store are hosted on servers located within the European Union.

5. International Data Transfers

Some of our partners (like Google, Meta, and Stripe) are based in the United States. When your data is transferred outside the European Economic Area (EEA), we ensure that appropriate safeguards are in place:

Standard Contractual Clauses (SCCs) approved by the European Commission, or
Participation in the EU-U.S. Data Privacy Framework (where applicable).

These mechanisms are designed to give your data the same level of protection it receives inside the EU. If you want to know exactly which of our partners transfers data outside the EEA and under which safeguard, just email us at contact@minisforwar.com.

6. How Long We Keep Your Data

We don’t keep your data forever. We only store it for as long as it’s needed for the purpose it was collected, or as required by law.

Order Data (including invoices): 5 years after the end of the calendar year in which the transaction occurred, as required by Polish and EU tax law.
Account Data: As long as your account is active. If you delete your account, we’ll delete the data (unless it’s part of an order record we must keep for legal reasons).
Newsletter Data: As long as you remain subscribed. You can unsubscribe at any time (there’s a link in every email).
Analytics Data (Google Analytics 4): 14 months, after which data is automatically aggregated and anonymized.
Contact Form Messages: 12 months from our last correspondence, unless the inquiry leads to an order (then it becomes part of the order record).
Product Reviews: As long as the product is listed on our store, or until you request removal.

7. Your Rights

Because we are based in Poland (European Union), your data is protected by the General Data Protection Regulation (GDPR). This gives you significant rights over your data. You have the right to:

Access your data: Ask us for a copy of the personal data we hold about you.
Rectify (correct) your data: If you spot a mistake in your data (like a typo in your address), let us know, and we’ll fix it.
Erasure (be forgotten): Ask us to delete your personal data. We’ll do this unless we are legally required to keep it (e.g., for tax records).
Restrict processing: Ask us to “pause” using your data in certain ways.
Data portability: Ask us to provide you with your data in a common, machine-readable format.
Object to processing: Object to us using your data, especially for direct marketing (like the newsletter).
Withdraw consent: Where we rely on your consent, you can withdraw it at any time without affecting the lawfulness of processing that happened before.

To exercise any of these rights, just email us at contact@minisforwar.com. We’ll respond within 30 days (and usually much faster).

Right to lodge a complaint: If you believe we’re not handling your data properly, you have the right to file a complaint with the Polish Data Protection Authority:

Urząd Ochrony Danych Osobowych (UODO)
ul. Stawki 2, 00-193 Warszawa, Poland
Website: uodo.gov.pl

If you’re located elsewhere in the EEA, you can also file a complaint with your local supervisory authority. A directory is available at edpb.europa.eu.

8. A Note for Our US Customers (CCPA/CPRA)

While we are an EU-based company, we believe in privacy for everyone. We do not “sell” your personal data in the traditional sense. However, our use of advertising cookies (like Google Ads or Meta Pixel) may be considered “sharing” for cross-contextual advertising under California law. You can opt out of this at any time using our cookie management banner.

9. Customer Reviews

We display product reviews on our website to help other hobbyists make informed decisions. Our reviews come from two sources:

Reviews submitted directly by customers through our online store.
Selected reviews originally posted by our customers on our Etsy shop, where we have been selling since 2021. These reviews are clearly marked with the note “Review originally posted on our Etsy store” and are displayed with the original reviewer’s first name, rating, and the date the review was originally posted.

All reviews are authentic. We do not edit the content of customer reviews (though we may correct obvious typos), we do not pay for reviews, and we do not display fake reviews. If you have concerns about a specific review, please contact us at contact@minisforwar.com.

10. How We Protect Your Data

We take security seriously. We use technical and organizational measures to protect your data from loss, theft, or unauthorized access, including:

SSL/TLS encryption for all data transmitted between your browser and our servers.
Hashed password storage (we never store plain-text passwords).
Access controls limiting who on our team can access personal data to only those who need it for their job.
Regular security updates for our website platform and plugins.
Two-factor authentication for admin accounts.

11. Changes to This Policy

We may update this policy from time to time if we change how we handle data. If we do, we’ll post the new version here with an updated “Last updated” date and increment the version number. Significant changes will also be communicated via email to our customers or through a prominent notice on our website.

Version 2.0. Last Updated: 24-04-2026