Privacy Policy

Last Updated: November 25, 2025

1. Introduction

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you submit an application to join our Vintage Story civilization event. This policy is compliant with the General Data Protection Regulation (GDPR) and the Children's Online Privacy Protection Act (COPPA).

2. Data Controller

The data controller responsible for your personal information is:
Vintage Story Civilization Event Administration
For data protection inquiries, please contact us at: privacy@vintagestory.local

3. Information We Collect

We collect the following types of information through our application form:

  • Personal Information: First name, last name, email address
  • Age Information: Your age (must be 13 or older)
  • Contact Information: Discord username
  • Game Experience: Information about your Vintage Story gameplay experience, skills, and preferences
  • Race Preferences: Your ranked preferences for in-game civilization roles
  • Additional Information: Any other information you provide in custom form fields

4. Age Requirement (COPPA Compliance)

You must be at least 13 years old to submit an application. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete that information as quickly as possible. If you believe that we might have information from a child under 13, please contact us at privacy@vintagestory.local.

5. How We Use Your Information

We use the information we collect for the following purposes:

  • To review and process your application for the Vintage Story civilization event
  • To assign you to a civilization role based on your preferences and availability
  • To communicate with you about your application status
  • To contact you regarding event-related activities
  • To improve our application and selection process

6. Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

  • Consent: By submitting the application form, you consent to the processing of your personal data
  • Legitimate Interests: Processing is necessary for our legitimate interests in organizing and managing the event

7. Data Retention

We retain your application data for the duration of the event and for up to 6 months after the event concludes. After this period, your data will be securely deleted unless you request earlier deletion or we have a legal obligation to retain it longer.

8. Your Rights Under GDPR

If you are located in the European Economic Area (EEA), you have the following rights:

  • Right of Access: You can request copies of your personal data
  • Right to Rectification: You can request that we correct any inaccurate or incomplete information
  • Right to Erasure: You can request that we delete your personal data under certain circumstances
  • Right to Data Portability: You can request that we transfer your data to another organization
  • Right to Restriction of Processing: You can request that we restrict the processing of your data
  • Right to Object: You can object to our processing of your data
  • Right to Withdraw Consent: You can withdraw your consent at any time

To exercise any of these rights, please contact us at privacy@vintagestory.local. We will respond to your request within 30 days.

9. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties. Your application data is only accessible to authorized event administrators for the purposes of reviewing applications and managing the event.

10. Data Security

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes:

  • Encryption of sensitive data
  • Secure password hashing using industry-standard algorithms (bcrypt)
  • Access controls limiting data access to authorized personnel only
  • Regular security assessments and updates

11. Cookies and Tracking

We use essential cookies to maintain your session when logged into the admin dashboard. We do not use tracking cookies or third-party analytics. Our cookies are:

  • Essential for the website to function properly
  • Used only for authentication and session management
  • Set to expire after 24 hours of inactivity

12. International Data Transfers

Your data is stored on servers located in [specify location]. If you are located outside this region, please be aware that your information may be transferred to, stored, and processed in this location. By submitting your application, you consent to this transfer.

13. Automated Decision-Making

The race assignment algorithm uses your ranked preferences and a randomized selection process to assign you to a civilization role. This automated process does not involve profiling or have legal or similarly significant effects. Final assignments are reviewed by administrators and can be manually adjusted.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

15. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at: