Data Protection Policy – CircuitHall

1. Introduction

At CircuitHall, we are committed to protecting the personal data of our members, participants, and visitors. Our Computer Games Club provides access to gaming computers, tournaments, training sessions, and online platforms. This Data Protection Policy explains how we collect, process, store, and safeguard personal information. By joining the club, participating in events, or using our facilities, you consent to the practices outlined in this policy.

2. Scope

This policy applies to all personal data collected from members, guests, and participants in the Computer Games Club, whether obtained in person, through online registration, or during events and tournaments. It also covers data collected via club-managed online services, mobile applications, and third-party service providers acting on our behalf.

3. Personal Data We Collect

• Identification Data: full name, username, membership ID, and date of birth.
• Contact Information: email address, phone number, and mailing address.
• Account and Membership Data: registration details, subscription status, and membership history.
• Payment Data: billing information, transaction history, and membership fees, processed securely.
• Usage Data: game participation, session duration, tournament results, and achievements.
• Device and Technical Data: IP addresses, device specifications, operating system, and system logs.
• Security Data: access logs and surveillance information collected to ensure safety within the club.
• Communication Data: emails, feedback, inquiries, and support requests.
• Marketing Preferences: consented information for newsletters, updates, and promotions.

Sensitive personal data is collected only with explicit consent and used solely for specified purposes.

4. Purpose of Data Processing

• Membership Management: creating and maintaining member profiles.
• Event and Tournament Organization: registering participants, tracking scores, and managing competitions.
• Service Provision: enabling access to gaming computers, VR systems, and training programs.
• Payment Processing: securely handling fees, subscriptions, and purchases.
• Customer Support: addressing questions, complaints, and technical issues.
• Safety and Security: monitoring club facilities and preventing misuse or unauthorized access.
• Service Improvement: analyzing gameplay and participation trends to enhance experiences.
• Marketing: sending newsletters, promotions, and event announcements where consent is given.
• Legal Compliance: fulfilling obligations under local laws, regulations, and accounting standards.

5. Legal Basis for Processing

• Contractual Necessity: to provide services requested by members.
• Consent: for marketing communications or optional features.
• Legitimate Interests: to operate the club effectively and safely.
• Legal Obligation: to comply with applicable laws and regulations.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this policy and to comply with legal requirements. After this period, data is securely deleted or anonymized. Retention periods vary depending on data type, including membership records, payment history, and security logs.

7. Data Sharing

We do not sell personal data. Data may be shared with:

• Service Providers: for secure payment processing, IT support, and hosting services.
• Event Partners: collaborating organizations for tournaments and community events.
• Legal Authorities: where required by law or to protect the club’s rights.
• Internal Staff: authorized personnel for operational purposes, maintenance, or customer support.

All third parties are contractually obligated to maintain confidentiality and adhere to data protection measures.

8. Data Security

• Encryption of sensitive information.
• Access restrictions to authorized personnel only.
• Regular system updates, monitoring, and vulnerability testing.
• Staff training in data privacy and security best practices.

9. Children’s Data

The club is designed for users above the minimum legal age for gaming. We do not knowingly collect personal data from children without parental consent. Parents or guardians may request access or deletion of any data collected from minors.

10. Your Rights

Depending on applicable law, you have the right to:

• Access your personal data.
• Correct or update inaccurate information.
• Request deletion of your data.
• Restrict or object to processing in specific circumstances.
• Receive your data in a structured, portable format.

Requests should be submitted to the club administration or Data Protection Officer. Identity verification may be required.

11. Updates to Policy

This policy may be updated to reflect operational, technological, or legal changes. Members will be informed of significant updates, and continued use of club services constitutes acceptance of the revised policy.