Legal

Privacy Policy

Last updated: 30 September 2026

This policy explains how My Team Dynamics collects and uses personal data when you visit myteamdynamics.com, ask for a price or proposal, book and pay for a session, use the client portal or receive our emails. We run live online team experiences for companies, so most of the people we deal with are business contacts.

1. Who we are

The controller of your personal data is My Team Dynamics OÜ, registry code 17470460, Juhkentali tn 8, 10132 Tallinn, Estonia. For any privacy question or request, email hello@myteamdynamics.com.

2. What we collect and why

Enquiries and the contact form

Name, company, work email, phone (optional), industry, team size, the experience you are interested in, preferred dates and your message. We use them to answer you and prepare an offer, and we keep a record of the enquiry in our sales system. Legal basis: steps at your request before a contract, and our legitimate interest in replying to business enquiries.

Price calculator, proposals and bookings

Your selections (game, format, team size, customisation, add-ons, date and time), company and contact details, billing country and address, and VAT number. We check EU VAT numbers in the European Commission’s VIES service to apply the correct VAT. We use this data to prepare proposals, confirm bookings, schedule the session and its host, and issue invoices. Legal basis: performance of a contract, and legal obligations for invoicing.

If you choose “Email me this quote”, we send the quote to you. If you also tick the box to get reminders, we send up to three short follow-ups about that quote; you can stop them at any time (legal basis: consent).

Payments

Online payments are processed by Stripe. We never see or store your full card or bank details; Stripe tells us the payment status, the amount, the payment method type and the email used, and we store those together with Stripe’s reference numbers. Refunds and bank disputes are recorded in the same way.

Client portal and messages

To sign in, you enter your email and we send you a one-time sign-in link; no password is stored. In the portal you can see your bookings, proposals and invoices, send messages to our team about a booking, and save your contact and billing details and email preferences. Legal basis: performance of a contract.

If you subscribe, we store your email, the date of your consent and where you subscribed, and send you new games and team-event ideas. Every newsletter has an unsubscribe link. Legal basis: consent.

Emails we send and how we measure them

We send transactional emails (quotes, proposals, payment confirmations, invoices, credit notes, booking preparation and reminders, messages from our team) and, for business contacts who have enquired or booked, a small number of follow-up emails such as a reminder about an unanswered proposal. Marketing emails always contain an unsubscribe link, and you can object at any time.

Newsletters and sales follow-up emails contain a small invisible image and links that pass through our website, so we can see whether an email was opened and which link was clicked. We use this only to understand which content is useful and to follow up at the right time. Opening data is approximate: some email apps load images automatically, others block them. You can prevent it by turning off images in your email app. Legal basis: legitimate interest in measuring our own emails. Transactional emails such as invoices are not tracked.

Referral programme

When you open a referral link, we store the referral code in a cookie so the referred company can receive its discount, and we record which company referred which booking so we can thank the referrer.

Finding new business customers

We look for companies that may be interested in team experiences using business contact data from Apollo.io (for example a person’s name, job title, company and work email). We may use an AI service (Anthropic or OpenAI) to summarise publicly available information about the company and to rate how well it fits our services; the rating only helps our team decide whom to contact first and has no legal or similarly significant effect on anyone. Our team reviews every message before it is sent; nothing is sent automatically. Legal basis: legitimate interest in business-to-business marketing. You can object at any time and we will stop contacting you.

Website usage and security

Our servers log technical data such as IP address, browser and the pages requested, which we use to keep the site secure and working, for example to limit repeated form submissions. With your consent (see Cookies below) we also use Google Analytics to understand how the site is used.

3. Cookies and similar technologies

Cookie consent (browser storage, until you change it): remembers your choice in the cookie banner.
mtd_account (30 days, only if you sign in to the client portal): keeps you signed in.
mtd_ref (60 days, only after opening a referral link): remembers the referral code.
Session storage (until the browser tab is closed): remembers calculator payment progress and whether we already showed you our “before you go” message.
Google Analytics and Google Tag Manager (for example _ga, up to 2 years): only after you accept analytics cookies. You can change your choice at any time with “Cookie settings” in the footer.

The first four are necessary for features you ask for and are set without consent.

4. Who we share data with

We share personal data only with service providers that help us run the business, under data processing agreements:

Hostinger (Lithuania, EU): servers that host the website and database.
Stripe (Ireland and USA): payments, refunds and fraud prevention.
Resend (USA): delivery of our emails.
Google (Ireland and USA): our booking calendar (a booked session appears in our calendar with your company name and email), and Google Analytics with your consent.
Apollo.io (USA): business contact data for finding new customers.
Anthropic and OpenAI (USA): AI research about companies we plan to contact.
The session host who runs your experience, and our accountant for invoices.

We do not sell personal data. Where data is transferred outside the European Economic Area, we rely on the EU–US Data Privacy Framework or the European Commission’s Standard Contractual Clauses. We may also disclose data when the law requires it.

5. How long we keep data

Invoices, credit notes and the booking and payment records behind them: 7 years, as the Estonian Accounting Act requires.
Other booking data and portal messages: for as long as you are a customer and up to 3 years after your last booking.
Enquiries and proposals that did not lead to a booking: up to 2 years after our last contact.
Newsletter subscription: until you unsubscribe. We keep a record of unsubscribed addresses so we never email them again.
Email open and click records: 2 years, then deleted automatically.

6. Your rights

You can ask us for a copy of your personal data, to correct or delete it, to restrict how we use it, or to receive it in a portable format. You can object at any time to direct marketing and to processing based on our legitimate interests, and withdraw consent at any time without affecting earlier processing. Email hello@myteamdynamics.com; we reply within one month.

You may also complain to the Estonian Data Protection Inspectorate (www.aki.ee) or the data protection authority where you live or work.

7. Security

The site uses encrypted connections (HTTPS), access to our systems is limited to the people who need it, sign-in links and sessions are signed and expire, and payment details are handled only by Stripe.

8. Changes to this policy

We update this policy when our services or the law change. The date at the top shows the latest version; for significant changes we will also let customers know by email.