Policy last updated: 13th of November, 2024
A notice will be made if this document is changed.
IMPORTANT NOTICE
This document was written with the best of intentions, but has not been reviewed by a GDPR compliance expert. Such a review has been requested from the relevant Data Protection Authority in Belgium, and this document will be updated to reflect any feedback provided to us, when that feedback is provided.
This document was written with the best of intentions, but has not been reviewed by a GDPR compliance expert. Such a review has been requested from the relevant Data Protection Authority in Belgium, and this document will be updated to reflect any feedback provided to us, when that feedback is provided.
Contact information.
Data Controller: TsjipTsjip (Project Manager and Server Manager at Sector Umbra)
- Discord:
TsjipTsjip - E-mail: Address available on request.
- Patreon: Built-in messaging for members.
For what purposes do we process your personal data?
- Game server operation: To offer members-only access to the Sector Umbra game server, on the conditions outlined in our server rules.
- Game server rules enforcement: To enforce our server rules and uphold imposed punishments for violations of our server rules, even if the member is no longer whitelisted on our server as a result, in the interest of maintaining a safe and moderated environment for our members.
- Website operation: To offer public access to supplementary information via this website and the wiki website.
- Wiki accounts: To permit easy modification to authorised individuals of pages on the wiki website.
- Round replays: To offer access to replay recordings made from scheduled sessions recorded on the Sector Umbra game server for the purpose of browsing and referencing past in-universe events.
- Patreon donations: To allow members who wish to do so the ability to donate to the project financially for the purpose of funding the monthly costs hosting the server incurs.
We use these numbers to link back to these purposes throughout the document.
We consider the purposes listed above to be lawful purposes for processing personal data on the following grounds for processing listed in Art. 6 of the GDPR:
| Legal basis | 1. | 2. | 3. | 4. | 5. | 6. |
|---|---|---|---|---|---|---|
Processing to perform a contract | ✅ | |||||
Explicit consent for processing | ✅ | ✅ | ✅ | |||
Legitimate interest for processing | ✅ | ✅ |
What data do we process for these purposes?
| Data type | 1. | 2. | 3. | 4. | 5. | 6. |
|---|---|---|---|---|---|---|
SS14 Account names | ✅ | ✅ | ✅ | ✅ | ||
SS14 Account ID’s | ✅ | ✅ | ✅ | |||
SS14 Account e-mail addresses | ✅ | |||||
Admin logs | ✅ | |||||
Round participation | ✅ | |||||
Internet Protocol addresses | ✅ | ✅ | ✅ | ✅ | ||
Robust Hardware ID’s | ✅ | |||||
Patreon account information | ✅ |
Who processes this data?
| Person / Role | SS14 Name | SS14 ID | SS14 E-mail | ALogs | Round participation | IP’s | HWID’s | Patreon info |
|---|---|---|---|---|---|---|---|---|
TsjipTsjip | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
Project Managers | ✅ | ✅ | ✅ | ✅ | ||||
Game Masters | ✅ | ✅ | ✅ | ✅ | ||||
Players | ✅ | ✅ |
How long is this data retained after processing?
This is defined per-purpose. If multiple retention periods apply of which at least one has not expired, data is still retained but the data will not be used for purposes whose retention period has expired. If all applicable retention periods expire, the server will require at most an additional 7 days to fully remove the data from disk due to technical constraints. Data considered to be deleted will not show up in backups.
Retention periods:
- Game server operation: Not retained after functional purpose (= maintaining the connection and permitted the user to play) ends.
- Game server rules enforcement: Retained for 1 year after the connection that provided the information ends. Admin notes and bans are retained for 1 year after issuing and after expiring respectively.
- Website operation: Not retained after connection ends.
- Wiki accounts: Retained for as long as the wiki account is relevant. Accounts can be deleted on request.
- Round replays: Retained for 2 months after the replay is recorded, deleted afterwards.
- Patreon donations: Retained by Patreon for as long as Patreon deems the retention relevant. Sector Umbra is not able to delete information on request, these requests should be directed to Patreon instead. We do not store personal data used for this purpose outside of Patreon.
Disclosure on third-party sharing of information.
The following third-parties have access to personal data under the conditions defined:
- Administration of other reputable servers: On manual request made to a Project Manager or above, information can be shared about whether or not we have seen a player before, and a general description of the player’s records (if any) can be provided for the purposes of allowing these servers to make informed decisions regarding rule enforcement within their jurisdiction. A record of these transactions is maintained, and data subjects have the right to insight in these transactions.
- Hetzner Gmbh (DE): This party automatically processes all personal data related to purposes 1, 2, 3, 4 and 5 as they host our server. A Data Processing Agreement has been made on the 13th of November 2024 between Sector Umbra (the Client) and Hetzner Gmbh (the Supplier). Insight into this document is available on request.
- Patreon Inc: This party is the Data Controller of all personal data related to purpose 6. We are a Data Processor of this personal data. No specific Data Processing Agreement is available, but a generalised Data Processing Agreement is available on Patreon’s website.