1. Who we are
Your personal data are processed by the Belgian Esports Federation, Keizerslaan 14, 1000 Brussels, Belgium (ys[AT]besf.be).
2. Types of personal data we process
2.1. Whenever you use our website, we collect:
- Technical information associated with the device you use, such as the device type and model, system language, browser type, geographical location and operating system;
- Technical identifiers that identify the device you use, such as IP address, IDFA (identifier for advertisers) and other unique identifiers;
- Information concerning your browser behavior and engagement information, such as how long you visit, what links you click on, what pages you visit, how many times you visit a page and how long it takes for you to come back.
2.1. Whenever you use our website, we collect:
- Your contact information, such as your name, email address, phone number and postal address;
- Your esports characteristics, such as profession, your organization and your function;
- The content of your communication and the technical details of the communication itself, such as with whom you correspond at our end, and the date and time;
- Publicly available information about you;
- Any other personal data you choose to provide to us.
3. Types of personal data we process
3.1. We process your personal data in order to enable your access to our website, to deliver the content of our website correctly, and to communicate with you upon your request. This includes, for example, sending communications and updates on BESF initiatives you are or have been involved in. We may also send you relevant communications to keep you up to date about our current and future initiatives.
3.2. When you participate in one or more of our online or offline events, we may also process your personal data, including your picture, for the marketing and promotion of our work in any channel, print or digital, to illustrate our work in action.
3.3. We process your personal data, such as the data described in 2.1 to perform statistical analyses so that we may improve our website and our initiatives in general and to ensure the long-term functionality of our information technology systems and the technology of our website.
3.5. We may process your personal data for informing any third party in the context of a possible merger or any other form of reorganization.
3.6 We process your personal data to comply with our legal obligations or to comply with any reasonable request from competent law enforcement agents or representatives, judicial authorities, governmental agencies or bodies, including competent data protection authorities. In the same way we may share your personal data upon our own initiative with the police or judicial authorities as evidence or if there are justified suspicions of an unlawful act or crime committed by you through your use of our website, your participation in any of our initiatives, or other interaction with us.
4. Legal grounds for processing your personal data
4.1. We process your personal data to provide you the service your requested as set out in clause 3.1, as far as this is necessary for performing an agreement between us. We may send you communications and updates on initiatives that you are or have been involved in, and relevant communications to keep you up to date about our current and future initiatives, based on our legitimate interest to stay in touch with you. We will of course provide the option to opt-out from such further correspondence.
4.2. Where required, we will obtain your consent in order to send you relevant communications to keep you up to date about our current and future initiatives. If you did not reach the age of 16 years, we ask you to opt-in for specific services with your parents. If you are 13 or older and you live in a country, such as Belgium, where by law you are allowed to give your own valid consent for the processing of your personal data, you can choose to opt-in for specific services yourself. If you are a minor (-18 years) and you live in a country where by law you are not allowed to give consent for the processing of sensitive data, we ask you to not provide any such data, unless your parents or legal guardian have given consent thereto.
4.3. The processing of your personal data for the purposes outlined in clauses 3.3, 3.4 and 3.5 is necessary for the purpose of our legitimate interests, which are:
- Continuous improvements of our website, initiatives and other work to ensure that you have the best experience possible;
- Keeping our website and initiatives safe from misuse and illegal activity;
- Marketing and promotion of our products, services, and overall successful roll-out of our initiatives.
4.4. The processing of your personal data for the purposes outlined in clause 3.6 is necessary to allow us to comply with our legal obligations.
5. Recipients of your personal data
5.1. You understand that if you use our website or participate in one or more of our initiatives, your personal data is also processed by third parties (“processors”) that process your data on our behalf. For example, we rely on third parties to safely store your personal data. Moreover, we rely on third parties to follow certain of your actions on our website in order to better understand how our website is used.
5.2. Our third-party processors are only allowed to process your personal data on behalf of us upon our explicit written instruction. We select all of our third-party processors with due care and they are contractually obliged to observe the safety and integrity of your personal data.
5.3. In order to process your personal data for the purposes outlined in clause 3 above, we may transfer your personal data to third parties which are located outside of the European Economic Area. Each of these third-country recipients that process your personal data on our behalf shall be bound to observe appropriate safeguards with regard to the processing of your personal data. Such safeguards will be the consequence of: (1) the recipient country having legislation in place which is considered essentially equivalent to the protection offered within the European Union, or (2) a contractual arrangement being in place between us and the third party that is based on the standard contractual clauses for international data transfers adopted by the European Commission.
6. What we do to protect your personal data
6.1. The BESF does its utmost to process only those personal data which are necessary to achieve the purposes listed under clause 3.
6.2. Your personal data are processed for as long as needed to achieve the purposes listed under clause 3 or if processing is based on consent up until such time you withdraw your consent for processing them. Note the withdrawal of consent may imply that you can no longer use the whole or part of our website. We will de-identify your personal data when they are no longer necessary for the purposes outlined in clause 3, unless there is an overriding interest of us or any other third party in keeping your personal data identifiable, or there is a legal or regulatory obligation or a judicial or administrative order that prevents us from de-identifying them.
6.3. We want you to feel confident about and our services, so we make our best effort to ensure that any personal data we collect is safely kept. We take technical and organizational measures to keep your personal data safe from unauthorized access or theft as well as accidental loss, tampering or destruction. Access by our staff or partners and third-party processors will only be on a need-to-know basis and subject to struct confidentiality obligations. You understand, however, that safety and security are best efforts obligations only which can never be guaranteed.
6.4. If you are registered to receive communications via email or other person-to-person electronic communications channels, you can change your preferences for receiving such communications by clicking the “unsubscribe” link in our communications or by sending us your request by email to ys[AT]besf.be.
7. Your rights as a data subject
7.1. You have the right to request access to all personal data processed by us pertaining to you. We reserve the right to charge an administrative fee for multiple subsequent requests for access that are clearly submitted for causing nuisance or harm to us.
7.2. You have the right to ask that any personal data pertaining to you that are inaccurate, are corrected free of charge. Your request for correction must be accompanied with proof of the flawed nature of the data for which you ask the correction.
7.3. You have the right to withdraw your earlier given consent for processing your personal data, and the right to request that your personal data will be deleted if they are no longer required in light of the purposes outlined in clause 3 or if you withdraw your consent. This request will be evaluated by us against:
- Overriding interests of the BESF or any other third party;
- Legal or regulatory obligations or administrative or judicial orders which may contradict such deletion. Instead of deletion you can also ask that we limit the processing of your personal data if and when (a) you contest the accuracy of that data, (b) the processing is illegitimate or (c) the data are no longer needed for the purposes listed under clause 3 but you need them to defend yourself in judicial proceedings.
7.4. You have the right to object to the processing on grounds relating to your particular situation. However, you can always object to processing for direct marketing purposes free of charge and without justification.
7.5. When we process your personal data based on your consent or in order to perform a contract, you have the right to receive the personal data you have provided to us in a structured, commonly used and machine-readable format and you have the right to transmit those data to another controller.
7.6. You have the right not to be subject to a decision solely based on automated processing, which produces legal effects concerning you or when this decision similarly significantly affects you, unless these decisions are made as a consequence of our agreement in order to provide you with the services requested by you or when we asked your explicit consent for this.
7.7. If you wish to submit a request to exercise one or more of the rights listed above, you can send an email to ys[AT]besf.be or contact us via our contact form. This email in which you request to exercise a data subject right shall not be construed as consent with the processing of your personal data beyond what is required for handling your request. Such request should clearly state which right you wish to exercise and, if required, the reasons or proof for it.
We will promptly inform you of having received this request. If the request proves valid, we will honor it as soon as reasonably possible.
If you are unhappy with any aspect of our handling of your personal data you, you may always contact us at ys[AT]besf.be or via our contact form. If you remain unsatisfied with our response, you are free to file a complaint with the Gegevensbeschermingsautoriteit/Autorité de protection des données (firstname.lastname@example.org).