1. Name of the Register

Personal Data Register of Exen Esports Oy

 

2. Data Controller:

Exen Esports Oy, Sorastajantie 1 C 3, 40320 Jyväskylä, +358 40 500 0857,
info@exen.fi

 

3. Contact Person for Register-Related Matters, Contact Details During Office Hours:

Patrik Falck, Exen Esports Oy, Sorastajantie 1 C 3, 40320 Jyväskylä, +358 40 500 0857,
patrik.falck@exen.fi

 

4. Processing of Personal Data and Its Purpose:

Personal data is collected for the venue rental and gaming activities or other services carried out by Exen Esports Oy.
Personal data is processed in the aforementioned activities in order to enable communication with those participating in the activities and to gather information for the development of operations.
Personal data is processed and maintained in accordance with data protection legislation.
Data is only processed by those employees assigned to the activities and staff who have been granted access to protected material and whose duties include the processing of personal data.

 

5. Content of the Register:

In connection with Exen’s activities, the following personal data will be collected: age, first name, last name, street address, postal code and municipality, phone number, email address, and any billing information.

During the aforementioned activities and services, data may be collected through anonymous surveys from both participants themselves and their guardians. Activity-related surveys will collect feedback from participants (functionality of content, strengths, and development ideas). The surveys ask for the background information mentioned above. Background information is used only for describing the data and cannot be used to identify individual respondents. Participants may also be interviewed about their experiences.

 

6. Legal Basis for Processing:

Consent of the data subject
Legal obligation of the data controller
Public interest and exercise of official authority

 

7. Regular Sources of Data

The information held in the register is regularly obtained from the individual themselves.

 

8. Regular Disclosures of Data and Transfer of Data Outside the EU or European Economic Area:

Personal data of those participating in the activities is used solely for its intended purpose and is not disclosed for use outside of Exen.

 

9. Principles for Protecting the Register:

The processing of the register is carried out with care and data processed through information systems is appropriately protected.
a) Manual material: Any manually collected forms and data are stored in an access-controlled space in a locked location only for as long as is necessary for transferring the data to a secure server designated for the processing of personal data. After this, manual materials are destroyed by shredding.
b) Electronically processed data: When register data is stored on internet servers, their information security is maintained appropriately. Collected personal data is stored in accordance with Exen Esports’ data retention guidelines on Exen Esports Oy’s cloud server, which is accessed using an Exen Esports account.

The data controllers ensure that stored data, server access rights, and other information critical to the security of personal data are handled confidentially and only by employees whose job description includes such tasks.

 

10. Retention Period of Personal Data or Criteria for Determining the Retention Period:

The personal data of a registered individual is retained for as long as the need for each service requires, such as club activities, customer bookings, or event production.

 

11. Profiling and Automated Decision-Making:

The data is not used for automated decision-making or profiling.

 

12. Rights of the Data Subject:

The data subject has the right to find out what information is held about them in the personal data register, or that no such information exists. The information must be provided in an understandable format and, upon request, also in writing.
The data subject has the right to:
• access their own data
• request correction of their data
• demand deletion of their data (does not apply to statutory duties)
• demand restriction of the processing of their personal data
• object to the processing of their personal data
• request the transfer of personal data they have provided from one data controller to another
• withdraw their given consent, where the processing of personal data is based on consent
• not be subject to automated decision-making

Accessing data is free of charge. To exercise their rights, the data subject may contact the party mentioned in this privacy policy directly. The data subject has the right to file a complaint with the Office of the Data Protection Ombudsman if they consider that the processing of personal data has not complied with applicable data protection legislation.