Data Protection Policy for CTRL Lounge

1. Introduction

At CTRL Lounge, we are committed to maintaining the privacy, confidentiality, and security of your personal information. Whether you are a member, guest, or visitor using our services, we ensure your data is handled responsibly and transparently. This Data Protection Policy outlines how we collect, use, store, and protect your data when you use our computer club’s facilities, participate in gaming tournaments, attend events, or interact with us via our website or social media.

Our club prioritizes compliance with all applicable data protection laws and regulations, aiming to provide not only an exceptional digital experience but also strong safeguards for your personal information.

2. Information We Collect

We collect various types of personal data to provide efficient services, ensure safety, and enhance your experience. This includes:

Identity Information: Full name, username, date of birth, and identification data for membership or age-restricted services.
Contact Details: Phone number, email address, and postal address used for account management, event registration, and communication.
Membership and Booking Information: Data provided during registration, including your membership history, seat reservations, and service usage logs.
Payment Information: Billing details and payment transaction records, used for processing fees, tournament entries, or other purchases.
Device and Session Data: Hardware identifiers, IP address, browser type, operating system, device usage logs, and software interaction data.
Gameplay Data: Participation in games, tournament scores, online activity, user preferences, and interactions with other users.
Security and Surveillance: CCTV footage, access logs, and visitor records collected for security purposes within club premises.
Communication Data: Records of communications with our support team, feedback forms, complaints, and other submitted inquiries.

3. How We Collect Data

Your data is collected through multiple sources, including:

Direct interactions: When you register, book a PC or room, subscribe to newsletters, make payments, or communicate with staff.
Automatic data collection: Through our network systems, monitoring tools, and cookies used on our website or local applications.
On-premises systems: CCTV cameras, access badges, and sign-in systems that track presence and activity for safety and operational monitoring.
Third-party sources: If you link external accounts (e.g., gaming or social accounts), we may receive relevant information for gameplay or login.

4. Purpose of Processing Your Data

We collect and process your personal data to deliver quality services, ensure user safety, and manage our computer club efficiently. Key purposes include:

Managing memberships, seat bookings, and reservations.
Facilitating access to games, software, and competitions.
Monitoring sessions for fair play, proper use, and safety compliance.
Processing payments and managing financial transactions.
Providing customer support and responding to inquiries.
Sending booking confirmations, policy updates, and service-related notifications.
Conducting analytics and performance tracking to improve facilities and services.
Enforcing community rules, security policies, and anti-cheating protocols.
Organizing and managing events, tournaments, and educational programs.
Complying with legal obligations such as tax reporting or access control for minors.

5. Legal Basis for Processing

The collection and use of personal data are based on several lawful grounds:

Consent: For optional services, such as receiving promotional communications.
Contractual Necessity: For processing your club membership or service orders.
Legal Obligation: To meet laws concerning safety, taxation, or access restrictions.
Legitimate Interests: To improve our offerings, maintain security, and operate the club efficiently, while balancing your rights.

6. Sharing Your Personal Data

We do not sell or lease your personal data. However, it may be shared in limited situations:

Service providers: For processing payments, maintaining IT infrastructure, or managing customer support systems.
Event partners: In cases of collaborative tournaments or co-hosted educational sessions, but only with your prior agreement.
Security services: For incident response, monitoring, and loss prevention within the club premises.
Legal authorities: If required to comply with laws or respond to legal proceedings.
Internal staff: Access is limited to authorized personnel who require your data to perform their roles effectively.

All parties who handle your data on our behalf are contractually obliged to follow strict confidentiality and data protection standards.

7. Security of Your Data

We implement comprehensive security measures to ensure that your personal data is protected from misuse, unauthorized access, loss, or damage. Our practices include:

Data encryption and secure data storage systems.
Firewalls, antivirus software, and intrusion detection systems.
Role-based access to sensitive information.
Regular updates and security patches for club systems.
Employee training in data protection and privacy awareness.
Internal audits and incident reporting mechanisms.

Despite our efforts, no method of transmission over the internet or electronic storage is completely secure. We recommend you protect your own login details and update your passwords regularly.

8. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this policy or to meet legal, operational, or contractual obligations. For instance:

Booking and transaction data may be kept for several years in accordance with financial regulations.
CCTV footage is typically retained for a short period unless required for investigation.
Membership records are stored during your active membership and for a reasonable period afterward.
Marketing consent information is stored until you withdraw your permission.

When data is no longer required, it is securely deleted or anonymized.

9. Your Rights

You have rights under data protection laws in relation to your personal information. These include:

Right of access: To know what personal data we hold and how we use it.
Right to correction: To update incorrect or incomplete data.
Right to erasure: To request deletion where data is no longer needed or where consent is withdrawn.
Right to object: To stop processing based on legitimate interests or for marketing.
Right to restriction: To limit processing in specific circumstances.
Right to data portability: To request your data in a machine-readable format.

You can exercise these rights by contacting us directly. We aim to respond to requests within the legally required time frame.

10. Data Concerning Children

Our club welcomes players of different ages but includes areas and games restricted by age. We do not knowingly collect data from children under the minimum age without parental consent where required. Age verification measures may be used, and children must be accompanied by adults where applicable.

If we discover that we have collected information from a child without proper consent, we will take steps to remove that data promptly.

11. Cookies and Tracking Technologies

Our website and digital systems may use cookies or similar technologies to enhance your experience, remember preferences, analyze usage, and secure login sessions. You can manage cookie preferences through your browser settings, although some features may be affected if cookies are disabled.

12. Changes to This Policy

We reserve the right to update this Data Protection Policy from time to time to reflect changes in technology, law, or our operational practices. Updated versions will be posted in the club or within our digital services, and significant changes may be communicated directly.

13. Contact Information

If you have any questions, concerns, or requests related to this policy or your personal data, you can contact our Data Protection Officer:

CTRL Lounge
Data Protection Officer
Mount Eden Road, Mount Eden, Auckland 1024, New Zealand
Phone: +6496238337
Email: [email protected]

We are committed to protecting your privacy and ensuring a secure and enjoyable environment for all our members.