Privacy Policy

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Who is responsible

Vantix Esports is operated by Maikel and Quin (Artist). They are responsible for the personal data described in this policy. You can contact them at Vantixesports1@gmail.com or Halvern.studios@outlook.com. Either address can be used for privacy questions and requests to access, correct or delete your data.

This policy covers vantixesports.com, its website forms and the player, staff and match information published there. Joining our Discord server or using the separate staff dashboard involves additional processing. Those services are not required to browse this website.

When you browse

You can browse without an account. We do not use advertising pixels, visitor analytics, session replay or marketing cookies in the website. We do not sell your personal data or use it for advertising profiles. Fonts and site images are served by the website. Social and streaming services are links you choose to open, rather than embedded players or feeds.

Delivering a page still requires our hosting provider, mijn.host, to receive your IP address and the page or file requested. Hosting and security systems may also process the request time, browser information, referring page, response status and suspicious request or login details to operate and protect the site. This is not anonymous processing. Security tools include Wordfence, Imunify Security and Limit Login Attempts Reloaded; security and administrator login functions may use necessary cookies.

WordPress currently checks whether your browser can display emoji. This can store the check result and its time in session storage under wpEmojiSettingsSupports and load emoji images from s.w.org. WordPress also uses speculative loading, which can request linked pages before you open them. These are compatibility and performance features, rather than advertising analytics. Language choices and page filters are kept in the open page, without a visitor profile or saved preference. Administrator login cookies are separate from ordinary public browsing.

Tryouts and questions

  • Tryouts: we ask for your Activision tag, Discord handle, primary role and highest rank so staff can assess your application and contact you. The form also offers an optional field for previous league experience, teams, results and clip links. You can leave that field empty. We do not ask for your legal name, email address or date of birth in this form.
  • Questions: we ask for a name or gamertag, one reply contact such as a Discord handle or email address, and your message. You can use a gamertag instead of your real name. Please leave out identity documents, addresses, health information and other sensitive details.

When a form is successfully delivered, the website forwards those details and a submission time to a staff conversation on Discord. Staff with access to that conversation can read and respond. The website does not keep a separate application or question database. It does not add your IP address, browser details or referring page to the Discord message.

To prevent spam, the website briefly uses your connection IP address to recognise repeat submissions. Its application rate-limit record stores a hash of that address and an expiry time, rather than a plain IP address. This is pseudonymous information, not anonymous data. A hidden spam field is used only to reject automated submissions. No third-party CAPTCHA is used in these forms.

Sending a request is voluntary. The tryout form requires the four application fields; experience and clip links are optional. The question form requires a name or gamertag, reply contact and message. You may instead contact us using either email address above. Doing so shares your email address, message and any attachments with the mailbox provider and the people handling your request.

Players, staff and match information

The website publishes player aliases, team membership, playing roles, captain or substitute status, and any published player photo or number. Staff profiles can include names or aliases, photos, roles and biographies. Match pages can include caster names and streaming links. These details come from the people concerned, Vantix staff and our Discord roster integration. Published information is visible to anyone and may be indexed by search engines.

The roster integration also stores a Discord user identifier to match a person to the right website record when team membership changes. That identifier is for synchronisation, not a visitor tracking identifier. Contact us if a profile is inaccurate, if personal information should not be public, or if you want us to review its removal.

WordPress comments

A remaining WordPress post offers comments. If you choose to comment, WordPress processes your comment, name or account identity, any email or website details supplied, IP address and browser information for publication, moderation and spam prevention. Your displayed name, comment and any published website link are public. Email addresses and connection details are used for administration and are not intended to appear with the comment. If a comment form offers to remember your details, choosing that option stores them in browser cookies.

Comment records can remain until removed by staff; they are separate from the 90-day question and unsuccessful-tryout rule below. We review removal requests and whether a comment is still relevant to the discussion, subject to any specific legal or security reason to retain it.

Why we use this information

We rely on our legitimate interests in providing a working, secure website, preventing abuse, responding to enquiries, moderating comments and organising our esports teams. For tryouts, those interests include reviewing the application you ask us to consider and arranging a response. For public team information, they include identifying our teams, staff and fixtures; we must balance these interests against the rights of the people involved.

Where a particular publication or other use relies on your consent, you can withdraw that consent at either contact address. Withdrawal does not affect processing that was lawful before withdrawal. We may also retain or disclose information where necessary to comply with a legal obligation or establish, exercise or defend a legal claim. Website forms do not make automated decisions about acceptance into a team; staff review applications.

Who receives information

Relevant Vantix staff and the people maintaining the website can access information needed for their work. Service providers involved include mijn.host and its hosting security services, Wordfence and any connected services enabled through our security tools, Discord for form delivery and staff communication, and Google or Microsoft when you email the Gmail or Outlook addresses above. Opening an external social or streaming link sends you to that provider, where its own privacy policy applies.

These providers may process information outside the European Economic Area (EEA), including in the United States. Discord and Google describe using European Commission adequacy decisions, including the EU–US Data Privacy Framework where applicable, and standard contractual clauses for other transfers where required. Microsoft also describes its Data Privacy Framework participation and standard contractual clauses. Wordfence’s provider, Defiant, describes European Commission standard contractual clauses among its transfer safeguards.

Adequacy decisions recognise an acceptable level of protection for the covered destination or recipient; standard contractual clauses place data-protection obligations on the parties receiving and sending information. These are the providers’ published arrangements, not a claim that every transfer uses the same safeguard. Their linked notices explain the arrangements and how to request more information. You can also contact us at either address above to ask which safeguard applies to your data and request a copy or details of where it is available.

How long information remains

The website’s spam-limit record is valid for 12 seconds. Expired records stop being used at expiry; database cleanup and backups can retain an expired record for longer. Hosting and security logs have their own retention settings and are separate from this short application limit.

Staff delete resolved questions and unsuccessful tryout submissions from the staff Discord conversation and relevant email mailboxes within 90 days after closure. Closure means the question has been resolved or the unsuccessful application process has finished. This is a staff deletion rule; the website does not automatically delete Discord or email copies. Information needed for a successful applicant’s ongoing team membership is handled as roster information below.

We may keep the limited information needed for a specific legal obligation, legal claim or security investigation beyond that period, and remove it when that reason ends. Provider logs and backups follow their configured rotation or expiry schedules and any necessary incident or legal preservation. Deleting our working copies does not immediately erase provider backups or copies held independently by recipients. You can ask us about the retention applying to a particular record.

Player and staff records are kept while needed to represent the team and manage its roster; historical fixture information may remain relevant after a person leaves. Removing a roster entry can move it into WordPress trash before it is permanently deleted. Revisions, backups and third-party copies may outlast removal from a public page. You can request deletion or ask what remains; we will explain any specific reason we need to retain information.

Your choices and rights

You may request access, correction, erasure or restriction of your personal data, and object to processing based on legitimate interests. Where the legal conditions apply, you may also request a portable copy. Email either address above and identify the relevant handle, message or profile. We may ask for proportionate information to verify that the request concerns you; please do not send identity documents unless we have explained why they are necessary.

We normally respond within one month. If the law allows extra time for a complex request, we will tell you within that month. These rights are subject to applicable legal conditions. You can complain to the Autoriteit Persoonsgegevens in the Netherlands or the data protection authority where you live or work.

We do not ask for a child’s date of birth on the website. If you are under 16, ask a parent or guardian to contact us before submitting personal information. If you believe a child has sent information that should be removed, contact us.

Changes to this policy

We will update this page when our website or data handling changes and revise the date above. A future feature that needs optional tracking or additional personal data must be assessed and explained before it is enabled.