Data Protection Policy – MatrixLounge

1. Introduction

At MatrixLounge, we are committed to protecting the personal data of all members, participants, and visitors. Our Computer Games Club provides access to gaming computers, tournaments, community events, and online services. This Data Protection Policy outlines how we collect, process, store, and safeguard personal information. By joining the club, attending events, or using our facilities and platforms, you agree to the practices described in this policy.

2. Scope

This policy applies to all personal data collected from club members, guests, and participants, whether collected in person, via online registration, or during tournaments, workshops, or other club events. It also covers data collected through online platforms, mobile applications, and third-party services used on our behalf.

3. Personal Data We Collect

We may collect the following categories of personal data:

• Identification Data: full name, username, membership ID, and date of birth.
• Contact Information: email address, phone number, and optional mailing address.
• Account and Membership Data: registration details, subscription status, login credentials, and participation history.
• Payment Data: billing records, transaction history, and membership fees, processed securely.
• Usage Data: gaming activity, session duration, scores, achievements, and tournament participation.
• Technical Data: IP address, device specifications, operating system, and system logs.
• Security Data: access logs, surveillance information, and monitoring for safety and compliance.
• Communication Data: inquiries, feedback, or correspondence with club staff.
• Marketing Preferences: consented preferences for newsletters, updates, and promotions.

Sensitive personal data is only collected when explicitly required and with consent.

4. Purpose of Processing

• Membership Management: creating and maintaining member accounts.
• Event and Tournament Management: registering participants, tracking scores, and managing competitions.
• Service Provision: ensuring access to gaming computers, VR systems, and multiplayer platforms.
• Payment Processing: securely handling fees, subscriptions, and in-game purchases.
• Support Services: addressing inquiries, complaints, and technical issues.
• Safety and Security: preventing misuse, unauthorized access, and maintaining a safe environment.
• Service Improvement: analyzing gameplay, participation trends, and feedback to enhance offerings.
• Marketing and Communication: sending newsletters, promotions, and event notifications when consented.
• Legal Compliance: fulfilling obligations under laws and regulations.

5. Legal Basis for Processing

• Contractual Necessity: to provide requested services and memberships.
• Consent: for marketing communications or optional features.
• Legitimate Interests: to operate the club efficiently and ensure safety.
• Legal Obligation: to comply with applicable laws and regulations.

6. Data Retention

We retain personal data only for as long as necessary for the purposes outlined above and to comply with legal requirements. Once no longer needed, data is securely deleted or anonymized. Retention periods may vary depending on data type, such as membership records, payment history, and security logs.

7. Data Sharing

We do not sell personal data. We may share it with:

• Service Providers: for payment processing, IT support, hosting, or analytics.
• Event Partners: for tournaments or co-hosted community events.
• Legal Authorities: where required by law or to protect club rights.
• Authorized Staff: internal personnel for account management, operations, or technical support.

All third parties are bound by contractual confidentiality and data protection obligations.

8. Data Security

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

9. Children’s Data

The club is intended for users above the minimum legal age for gaming. We do not knowingly collect data from children without parental consent. Parents or guardians may request access or deletion of their child’s information.

10. Your Rights

Depending on applicable law, members have the right to:

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

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

11. Policy Updates

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