Data Protection Policy – VirtuZone

1. Introduction

This Data Protection Policy explains how Virtual Games Club collects, uses, stores, and protects the personal data of participants. We recognize the importance of keeping personal information secure and are committed to processing it solely for lawful purposes, in accordance with privacy and security principles. By visiting the club, participating in events, or using our online services, you agree to the terms set out in this policy.

2. Scope

This policy applies to all personal data collected from club participants: during registration, booking gaming sessions, participating in tournaments, interacting with the website or mobile application, and in personal communication with club administration.

3. Personal Data We Collect

• Identification Data: Name, surname, nickname, date of birth.
• Contact Information: Email address, phone number, postal address.
• Account Information: Login credentials, password, account settings.
• Participation Data: Booking history of gaming areas, tournament participation, achievements, and game statistics.
• Financial Data: Payment information for membership, equipment rental, and event participation (processed via secure payment systems).
• Communication Data: Correspondence with administration, feedback, and inquiries.
• Technical Data: IP address, device type, operating system, login and logout times.

We do not collect sensitive personal data unless voluntarily provided with your consent.

4. Purpose of Data Processing

We use personal data solely for the following purposes:

• Membership administration: creating and maintaining participant accounts.
• Event organization: planning tournaments, booking gaming areas, managing registrations.
• Communication: sending notifications, reminders, and informational newsletters about club events.
• Service improvement: analyzing attendance and participant preferences, improving game scenarios and services.
• Security: preventing fraud, rule violations, or unauthorized access.
• Legal compliance: maintaining accounting and contractual documentation.

5. Legal Basis for Processing

• Contractual necessity: for providing club services.
• Consent: for sending marketing and informational materials.
• Legitimate interests: to ensure security, prevent violations, and optimize club operations.
• Legal obligations: when data must be provided to government authorities.

6. Data Retention

We store personal data only for the period necessary to fulfill the processing purposes or as required by law. Once the retention period expires, data is deleted or anonymized.

7. Sharing Data with Third Parties

Personal data may only be shared in strictly defined cases:

• Service providers: for IT infrastructure support, payment processing, or event organization.
• Event partners: to coordinate participation in joint gaming events.
• Government authorities: if required by law.

All recipients are required to ensure data protection and use it only for agreed purposes.

8. International Data Transfers

If data is transferred outside the country, protective measures are applied, including encryption, access restrictions, and contractual obligations for recipients.

9. Security Measures

Technical and organizational measures include:

• Encryption and secure communication channels;
• Access control to databases;
• Regular software checks and updates;
• Data backup;
• Staff training on privacy issues.

10. Participant Rights

You have the right to:

• Request access to your personal data;
• Correct inaccurate or incomplete information;
• Request deletion of data where legally permitted;
• Restrict data processing;
• Withdraw consent for marketing purposes.

Requests can be sent via official club communication channels.

11. Children’s Data

Participation for individuals under 18 is allowed only with parental or legal guardian consent. We do not process children’s data without proper authorization.

12. Policy Updates

We may update this Data Protection Policy from time to time to reflect changes in law, technology, or club practices. The current version is always available to participants.

13. Contact

All inquiries regarding data protection can be directed to the Virtual Games Club administration through official communication channels or in person.