PRIVACY POLICY

Effective 2025 · All Members, Players & Applicants

1. Introduction

Error 404 Velocity Gaming ("the Organization", "we", "us", or "our") is committed to protecting the privacy of our members, players, staff, applicants, and community members ("you" or "data subjects"). This Privacy Policy explains what personal information we collect, why we collect it, how we use it, and your rights in relation to it.

This Policy applies to all personal data collected by the Organization in connection with your membership, player agreement, application process, participation in events, use of Organization platforms (including Discord and social media), or any other interaction with Error 404 Velocity Gaming.

This Policy is governed by the laws of the Republic of Botswana. Where the Organization operates internationally (including through affiliates or operational contacts in the United Kingdom or United States of America), data processing related to player agreements remains primarily subject to Botswana law unless otherwise specified in writing.

2. Data We Collect

We may collect the following categories of personal data:

• Identity Data — full legal name, date of birth, national identity document or passport number, nationality and country of residence.
• Contact Data — email address, phone number, residential address.
• Gaming & Professional Data — in-game name(s)/gamertag(s), game accounts and platform IDs (e.g. Steam, Battle.net, Riot ID), competitive rank and performance history, division and team assignment.
• Media & Content Data — photographs, clips, and videos in which you appear during Organization activities; streaming usernames and content platform handles; social media usernames and publicly accessible profile information.
• Contractual & Financial Data — details contained in your Player Agreement, banking or payment details where compensation is applicable, prize distribution records.
• Communication Data — content of communications sent to or via Organization-administered channels, disciplinary records and correspondence, application and onboarding materials.

3. How We Use Your Data

• Administering player agreements, memberships, and onboarding processes.
• Communicating with you regarding team schedules, events, and organizational matters.
• Organizing and facilitating competitive participation, including tournament registrations.
• Processing any applicable compensation, revenue shares, or prize distributions.
• Promoting the Organization through content, social media, and media coverage, where your consent has been obtained.
• Conducting investigations into disciplinary matters, complaints, or potential policy violations.
• Complying with our legal obligations under applicable Botswana law.
• Managing our relationship with sponsors and tournament organizers where player data is required for registration.

4. Legal Basis for Processing

We process your personal data on one or more of the following lawful bases: Contractual necessity — processing required to fulfil our obligations under your Player Agreement or membership arrangement. Legitimate interests — processing necessary for the operation of a competitive esports organization, provided such interests do not override your fundamental rights. Consent — where we ask for your permission to use your likeness, media, or data for promotional purposes. Legal compliance — where we are required to process data to meet our obligations under the laws of Botswana.

5. Data Sharing

We do not sell your personal data. We may share your data with tournament organizers and game publishers where required for competitive registration; with sponsors where player details are contractually required under a sponsorship agreement, and only to the extent necessary; with legal or regulatory authorities where we are compelled to do so under Botswana law; with service providers who assist us in operating the Organization, under confidentiality obligations; and with other members of the Organization to the extent necessary for team operations.

6. Data Retention

• Active member data is retained for the duration of your engagement plus two (2) years thereafter.
• Disciplinary records are retained for five (5) years from the date of the relevant incident.
• Contractual and financial records are retained for the period required by applicable Botswana law (minimum seven years for financial records).
• Application data from unsuccessful applicants is retained for twelve (12) months and then securely deleted.

7. Your Rights

• Right to access — request a copy of the personal data we hold about you.
• Right to correction — request that inaccurate or incomplete data be corrected.
• Right to deletion — request that your data be deleted, subject to our legal and contractual obligations.
• Right to withdraw consent — where processing is based on consent, withdraw it at any time.
• Right to object — object to processing you believe is not justified or disproportionate.

To exercise any of the above rights, please contact Organization management. We will respond within a reasonable timeframe.

8. Data Security

We take reasonable and appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, destruction, or alteration, including restricted access to sensitive records, secure communication channels, and confidentiality obligations placed on all persons who handle member data. In the event of a data breach likely to result in a risk to your rights or interests, we will notify you as soon as reasonably practicable.

9. Minors

Where a member is under the age of 18, we require written parental or guardian consent before processing their personal data beyond what is strictly necessary for organizational participation. Parents or guardians may contact us at any time to review, correct, or request deletion of a minor's personal data.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations or applicable law. Where changes are material, we will notify all active members in writing with a minimum of fourteen (14) days before the changes take effect.

11. Governing Law & Contact

For any privacy-related queries, requests, or complaints, please contact us. Signed acknowledgement of this Policy is executed as part of the Player Agreement during onboarding.