Effective Date: 24/07/2024 - 24th of August 2024
Consent Collection Policy for Velvox Gamehosting

1. Data Controller Information

  • Company Name: Velvox Gamehosting
  • KVK Number: 93069138
  • VAT ID: NL004996155B95
  • Contact Information: support@velvox.net

2. Purpose of Data Processing

Velvox Gamehosting processes personal data for the following purposes:

  • Account Creation and Management: To create and manage user accounts for game hosting services.
  • Billing and Payment: To process payments and manage billing information for services provided.
  • Customer Support: To provide assistance and support through various communication channels.
  • Marketing Communications: To send newsletters, promotional offers, and updates related to our services (with consent).
  • Legal Compliance: To comply with legal obligations and respond to lawful requests from public authorities.

3. Categories of Data Collected

  • Personal Information: Name, email address, physical address, phone number.
  • Payment Information: Credit/debit card details, billing address, transaction history.
  • Account Information: Username,hashed passwords, game hosting preferences.
  • Technical Data: IP address, device type, operating system, browser type, usage logs.
  • Communication Data: Support tickets, emails, chat logs.
  • Marketing Preferences: Opt-in/opt-out status for receiving marketing communications.

4. Legal Basis for Processing

  • Contractual Necessity: Processing is necessary for the performance of a contract with the user (Article 6(1)(b) GDPR).
  • Legal Obligation: Processing is necessary to comply with legal obligations (Article 6(1)(c) GDPR).
  • Legitimate Interests: Processing is necessary for the legitimate interests pursued by Velvox Gamehosting, such as fraud prevention (Article 6(1)(f) GDPR).
  • Consent: Explicit consent is obtained for marketing communications and the use of cookies or similar technologies (Article 6(1)(a) GDPR).

5. Consent Management

  • Consent Collection: Consent is obtained through online forms, checkboxes, or other clear, affirmative actions.
    • Successfull account creation (account creation is only possible when accepting our TOS and DPA's).
    • Succesfull service ordering (When a user orders a hosting package it is neccasary to accept the TOS).
  • Consent Records: Velvox Gamehosting maintains records of the following:
    • Date and time of consent (Marketing consent, account creation & service ordering only).
    • Method of consent (e.g., online form submission).
    • Purpose for which consent was obtained.
    • Specific data categories for which consent was provided.
    • Status of consent (active, withdrawn).
  • Withdrawal of Consent: Users can withdraw their consent at any time by contacting Velvox Gamehosting (e.g., unsubscribe links in emails). Withdrawal of consent is recorded and honored without undue delay.
  • Retention of Consent Records: Consent records are retained for the duration of the user's relationship with Velvox Gamehosting and for a minimum of 5 years thereafter, or as required by law.

6. Data Subject Rights

  • Right to Access: Users can request access to their personal data held by Velvox Gamehosting.
  • Right to Rectification: Users can request correction of inaccurate or incomplete data.
  • Right to Erasure ("Right to be Forgotten"): Users can request deletion of their data under certain conditions.
  • Right to Restriction of Processing: Users can request the limitation of data processing under certain circumstances.
  • Right to Data Portability: Users can request a copy of their data in a structured, commonly used, and machine-readable format.
  • Right to Object: Users can object to the processing of their data for direct marketing or other purposes based on legitimate interests.
  • Right to Withdraw Consent: Users can withdraw consent for processing at any time.

7. Third-Party Data Sharing

Velvox Gamehosting may share personal data with third parties for the following purposes:

  • Service Providers: Payment processors, hosting providers, customer support platforms.
  • Legal Requirements: To comply with legal obligations or in response to lawful requests from public authorities.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the new entity.

All third-party data sharing is conducted in compliance with GDPR requirements, and appropriate data processing agreements are in place.

8. Data Security Measures

Velvox Gamehosting implements appropriate technical and organizational measures to ensure a level of security appropriate to the risk, including:

  • Encryption: Data encryption in transit and at rest.
  • Access Controls: Restricted access to personal data to authorized personnel only.
  • Data Minimization: Collecting and processing only the data necessary for the specified purposes.
  • Regular Audits: Conducting regular security audits and assessments.

9. Data Retention Policy

  • You can find our Data Retention Policy here.

10. Updates to this Consent Management Record

Velvox Gamehosting may update this Consent Management Record to reflect changes in data processing practices or legal requirements. Users will be notified of any significant changes through our website or direct communication.

11. Contact Information

For any questions or concerns regarding this Consent Management Record or data processing practices, users can contact:

12. Documentation and Accountability

Velvox Gamehosting maintains documentation of all data processing activities and consent management practices to demonstrate compliance with GDPR requirements. This includes:

  • Data Processing Agreements (DPA's)
  • Data Protection Impact Assessments (DPIAs) where necessary
  • Cookie Policy
  • Privacy Policy
  • And others

13. Training and Awareness

All employees of Velvox Gamehosting involved in data processing activities receive the ability to learn about GDPR compliance, data protection principles, and consent management practices.

14. Complaint Handling

Users have the right to lodge a complaint with a supervisory authority if they believe their data protection rights have been violated. Velvox Gamehosting will cooperate fully with any investigations by supervisory authorities, when they comply with necessary security practices.

15. Supervisory Authority Contact Information

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

  • Supervisory Authority: Autoriteit Persoonsgegevens
  • Website: https://autoriteitpersoonsgegevens.nl
  • Phone Number: +31 (0)88 - 1805 250
  • Postal Address: Postbus 93374, 2509 AJ Den Haag, The Netherlands

For any immediate concerns, you can also contact Velvox Gamehosting directly:

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