Privacy Policy

Effective date: Oct 1, 2026

Who is responsible for your information

The Bat Witch Cavern is a sole proprietorship owned by Shara Rumbolt. This policy explains how we collect, use, disclose, protect and retain personal information when you visit www.thebatwitchcavern.com, shop with us, create an account, participate in our rewards program, subscribe to email updates or contact us.

The proprietor is responsible for privacy matters. Send questions, access requests, correction requests or privacy complaints to info@thebatwitchcavern.com, or telephone (249) 888-7052.

Correspondence may be forwarded to: The Bat Witch Cavern, c/o Power Up Gaming, 490 Mapleview Drive West, Barrie, Ontario, L4N 6C3, Canada. This is a mail-forwarding and completed-order pickup location, not The Bat Witch Cavern's operating premises.

Information we collect

Depending on how you interact with us, we collect:

• Contact and account information: your name, email address, telephone number, billing and delivery addresses, and account information provided through Shopify or Shop.
• Order and transaction information: products purchased, amounts paid, discounts, transaction identifiers, payment status, delivery and pickup details, returns, refunds and store-credit records.
• Customer-service information: messages, photos and documents you send, order instructions, call recordings and voicemail messages.
• Marketing preferences: newsletter signup information, consent records and unsubscribe choices. Where enabled in Mailchimp, email interaction information may include opens and link clicks.
• Rewards information: customer identifiers, eligible purchases, points, rewards and related program activity processed through Smile, according to the features used.
• Technical information: IP address, browser and device information, activity on the store, cookie identifiers and information needed to operate, secure and evaluate the website, depending on the technologies enabled and applicable consent choices.

We receive information directly from you and from Shopify, payment providers, delivery providers and the other services used to complete your transactions. Please send only information relevant to your purchase or inquiry. We do not need details about your personal spiritual beliefs, medical history or other sensitive matters to sell you our products.

How we use information

We use personal information to process payments; fulfil, deliver and arrange pickup of orders; administer accounts and rewards; answer inquiries; investigate missing or damaged shipments; process refunds and credits; maintain appropriate transaction records; prevent fraud and unauthorized use; and comply with legal obligations.

We use newsletter information to send marketing emails only to people who sign up. Optional analytics and advertising uses, where enabled, are subject to the disclosures and consent choices applicable to those technologies. We do not treat a purchase or acceptance of our Terms of Service as blanket consent to unrelated uses of personal information.

Who receives information

Direct access to our store administration and customer messages is limited to Shara and Kevin, who assists with operating and liquidating the business. This does not mean that our service providers receive no information: they process information needed for their services.

Payment credentials are handled through the selected payment service. Please do not send full card numbers, security codes or account passwords to us by email or voicemail.

We may also disclose information where necessary and legally permitted to meet a legal requirement, respond to lawful requests, obtain professional advice, address fraud or establish, exercise or defend legal claims. We limit such disclosures to what is appropriate for the purpose.

Shopify, Shop and your choices

Our store is hosted by Shopify. Shopify processes information about visits and purchases to provide its services. Shop, Shop Pay and other services you use directly may also process information under their own privacy terms.

Our store has not enabled Shopify Network Intelligence. This does not prevent Shopify from processing information to provide its other services or from handling your direct interactions with Shop or Shop Pay under its own privacy terms.

Read Shopify's Consumer Privacy Policy and visit Shopify's privacy portal for information about Shopify's practices and available privacy choices. Requests concerning our store's own records should be sent to us.

Cookies and optional tracking

Our store uses cookies and similar technologies needed for functions such as shopping carts, checkout, account sessions and security. Depending on the confirmed configuration, optional technologies may support analytics, personalization or advertising.

Where consent is required, optional tracking must operate according to your choice. You can also manage cookies through your browser, although disabling essential cookies may prevent parts of the store from working. Changing browser settings may not remove information already collected. Contact us about withdrawing consent or other available choices.

Newsletter and marketing

Our marketing email list is managed through Mailchimp. You must sign up to receive our newsletters. We do not send SMS marketing.

You can unsubscribe using the link in a marketing email or by contacting us. Unsubscribing from marketing does not prevent necessary order, refund, account, credit-redemption or other service communications. We retain the minimum information needed to respect your unsubscribe request while the mailing system remains in use.

Calls and voicemail

Our Ooma telephone system records calls and takes voicemail messages. Recordings contain your voice and the information discussed or left in the message, together with related call details.

Our Ooma system announces call recording. We use call recordings only for quality assurance, to review the quality of our customer service. Voicemail messages are used to respond to your inquiry or request.

Before recording a customer conversation, we will explain that it is being recorded, identify the purpose and seek consent. If you do not want to be recorded, you may contact us by email instead. Leaving a voicemail records the message you choose to provide. Please avoid including payment credentials or unrelated sensitive information.

Call recordings are retained only as long as needed for quality assurance, unless preservation is required by law. Voicemail messages are retained only as long as needed to handle your inquiry or meet a legal requirement. Neither is automatically retained for the same period as tax records.

Pickup identification

Pickup requires the original purchaser's order number and matching photo identification. Identification is checked to confirm that the order is released to the correct person.

Photo identification is visually inspected only. We do not photograph or copy your identification or record its document number during pickup.

Processing outside Canada

Shopify and our other service providers may process or store information in Canada, the United States or other countries where they or their service providers operate. Information processed abroad may be subject to that jurisdiction's laws and lawful access by its authorities.

We remain responsible for personal information entrusted to service providers on our behalf and use appropriate contractual and other safeguards. Providers may have independent responsibilities for services they supply directly to you. Contact us for information about our use of service providers outside Canada.

Retention and permanent closure

We keep information only as long as needed for its identified purpose, our obligations to customers and legal requirements. Different records have different retention periods.

When The Bat Witch Cavern permanently closes, we will stop newsletter marketing and delete or anonymize unnecessary customer profiles, marketing lists, loyalty information, correspondence and recordings under our control. We will request appropriate deletion from our service providers. This process will preserve information still needed for outstanding orders, returns, credits, legal claims and required business records.

We cannot delete all information immediately on closure. As a non-incorporated business, we must generally retain required business records for six years from the end of the tax year in which the business ends, and longer where a legal requirement, audit or unresolved proceeding requires it. That rule does not justify keeping every marketing profile or call recording.

Retained records will be restricted to the purposes that justify keeping them and securely destroyed or anonymized when no longer required. Provider backups may take additional time to cycle out, subject to safeguards and the provider's retention arrangements. Deleting our store records does not automatically delete your independently held Shop, PayPal, Apple, Google or other provider accounts or records those providers must retain.

Before discontinuing our customer-service email, we will provide a successor privacy contact for records that we must retain.

Your privacy rights

Subject to applicable law, you may ask what personal information we hold about you, request access or correction, withdraw consent to optional processing, and request deletion of information that we no longer need or are not required to retain. We will explain applicable exceptions or limitations. Some information is needed to complete an order or provide a requested service.

Email info@thebatwitchcavern.com. We may ask for proportionate information to verify your identity and protect your records, but please do not send a copy of identification unless we explain why it is necessary and how to provide it securely. We will respond within the applicable legal period and explain any permitted extension.

You may raise a complaint with us or with the Office of the Privacy Commissioner of Canada or the provincial privacy authority applicable to your circumstances.

Safeguards and young customers

We use reasonable administrative, technical and physical safeguards appropriate to the information, including limiting authorized access. No online service or transmission method is completely risk-free. We will assess and address privacy incidents and provide notifications where required by law.

Our store is open to the public and is not designed to solicit sensitive information from children. Where a young person cannot provide meaningful consent or enter into a purchase agreement, a parent or guardian should handle the transaction. A parent or guardian may contact us about a child's information.

Policy updates

We may update this policy to reflect changes in our operations or legal obligations. We will identify the effective date and provide additional notice or seek fresh consent where required for a material change or new use. Publishing an updated policy does not itself authorize an incompatible use of information previously collected.