Privacy Policy

1 Who We Are and What This Policy Covers

“We”, “us”, “our”, “Claxon” and “CLT” mean Claxon Tournaments Pte. Ltd. (UEN 202134509D). We also use “ClaxonTourney” on Instagram and Twitter (X). Our address is 68 Circular Road #02-01, Singapore.

“You” means anyone whose personal data we handle through our activities, including players, registrants, team representatives, parents or guardians, spectators and community members. Personal data is information that can identify you, either on its own or with other information we can access.

This policy covers our handling of personal data for Claxon events, including events we organise, co-organise or deliver with partners, and our websites, official communities and related services. We welcome eligible participants from Singapore, India and other countries.

For partnered events, this policy covers the information we handle. A partner’s own privacy policy may also apply to information it handles independently.

2 Information We Handle

The information we collect depends on how you take part. We collect only what we reasonably need for the purposes explained to you.

• Player and registration details: Gamer tags, game or platform identifiers and dates of birth used to check eligibility.
• Payment details: Information needed to process paid entry, refunds or prizes, including necessary details of an authorised adult prize recipient.
• Messages and reports: Information you send in support requests, misconduct reports, appeals and other communications.
• Event recordings and evidence: Gameplay recordings, screenshots, voices, livestreams, photographs and other evidence, as explained in the event rules and notices.
• Website tools. Tools on our website collect technical information about how visitors use the site. We use this information to understand website activity and improve the site.

3 Where Information Comes From and How We Use It

Where information comes from

We receive information from you, your authorised team representative, event platforms and operational providers. We also receive evidence and messages submitted in connection with an event.

What we use it for

• Register players and check age and eligibility.
• Organise matches, publish results and administer entry fees, refunds and prizes.
• Send event information and manage our communities.
• Investigate misconduct, handle complaints and protect our services.
• Meet legal obligations and use information from website tools to understand and improve our services.

What other people can see

• Gamer tags, team names, match results, standings and event coverage may be public.
• We do not publish dates of birth or payment details as part of ordinary results reporting.

If an event needs additional information, we will explain why we need it and who it may be shared with when we request it.

4 Consent and Your Choices

We collect, use and share personal data with your consent, where the law treats consent as given, or on another basis permitted or required by law.

• Your choices: Accepting our event Terms does not give us unlimited permission to use your information for unrelated purposes.
• Information needed to participate: If you decline information needed to run an event or pay a prize, we may be unable to complete that activity. We will explain what this means for you.
• New uses: We will ask separately where a new purpose requires your consent. You can also withdraw consent as explained in section 14.

5 Young Participants

• Minimum age: You need to be at least 13 to participate. Higher game, platform or event age limits still apply.
• Parental approval: If you are a minor, our Terms require parental or guardian approval to participate.
• Consent to data use: We explain our data practices in clear language. We obtain parental or guardian consent where the law requires it, or where a young person cannot sufficiently understand what they are agreeing to.
• Accounts and declarations: A third-party account or a player’s declaration does not replace any parental consent or verification we are legally required to obtain.
• Ineligible participation: If we discover that a participant is ineligible, we will stop their participation and handle the associated information according to its remaining lawful purposes and our retention rules.

6 Platforms and Operational Partners

We use third-party services such as Discord, games, tournament platforms and payment providers, including Aspire. Their own terms and privacy policies explain how they handle information for their services.

We may require a designated platform for an event, including under a partnership or sponsorship arrangement. Platforms can support registration, scheduling, brackets, check-in, match reporting and prize distribution.

Read the relevant provider’s privacy policy before using its services. We remain responsible for personal data in our possession or control.

• Registration platforms. When you register, the platform you use collects the details you submit. This may be our own platform or a third-party platform named on the event page.
• Event staff. Staff who operate the event may access the registration details they need to check eligibility, organise matches and resolve event issues.
• Game publishers. We may share relevant participant details with the game publisher to verify event integrity or process prizes.
• Banks and payment providers. When we pay a prize, banks and payment providers such as Aspire receive the recipient and payment details they need to process the transfer.
• Limits on access: We limit access and use to the relevant task and put appropriate confidentiality and protection arrangements in place.
• Event-specific sharing: We explain additional event-specific disclosures when collecting the information.

7 Reports and Other Disclosures

• Partner reports: Sponsors and partners ordinarily receive aggregate reports that do not identify individual participants.
• Sponsor advertising: Our standard event permission does not allow us to give sponsors participant lists for advertising. Any exceptional advertising use requires separate, specific permission, including parental or guardian approval where applicable.
• Authorities and legal matters. If a relevant authority requests information, we comply with binding legal orders and disclose the data the order requires. We may also share relevant information where the law allows us to obtain professional advice or address a legal claim.

8 Event Coverage and Promotion

• Claxon coverage: We may record and publish gameplay, gamer tags, voices and event images for livestreams, match coverage, highlights, recaps and promotion of Claxon tournaments.
• Permission: We provide appropriate notice and obtain consent or rely on another applicable legal basis.
• Sponsor branding: Coverage may show event sponsor branding. This does not give sponsors permission to use your identity or content independently in product advertising.

If you have concerns about recordings

• Contact us before participating so we can discuss practical options. Some formats necessarily involve broadcasts or public results; we will explain if an alternative is unavailable.
• If you request removal, tell us which published material you mean. We will consider your request and applicable rights.
• We cannot promise to retrieve third-party copies or undo a completed livestream. We will address material under our control as required by law.

9 Discord Communications

• Event updates: We use Discord for event notices and community communications.
• Optional promotions: Use the available server or platform controls to manage promotional roles, channels or notifications. Contact us if you need help.
• Essential messages: Opting out of optional promotions does not remove the need to receive essential information about an event you joined.

10 Player Accounts on Our Tournament Website

Players can create an account on our tournament website (www.claxontournaments.net/events) to register teams, join teams, manage lineups, join the solo queue and take part in map vetoes. You agree to this section when you tick the box on the login page. We record when you agreed and which version of this policy applied.

What we collect

• Login details: your email address (if you log in with an emailed code) or your Discord account ID, username and profile picture (if you log in with Discord).
• Player profile: your in-game name and the game IDs you add.
• Teams and tournaments: the teams you create or join, the lineups you are on, the changes made to them and who made them, and your solo-queue entries (preferred role and any note you add).
• Match data: results and statistics (kills, deaths, assists, MVP awards and a rating calculated from them), including statistics read from scoreboard screenshots submitted by event staff.
• Login session: a random login token stored on your device so you stay logged in. We keep only a scrambled (hashed) copy.

Why we use it

• Log you in and keep your account secure.
• Register your team, check eligibility, enforce lineup rules and check tournament ban lists (for example, Critical Ops game IDs are checked against the Critical Ops Esports ban list for Critical Ops events).
• Organise matches: brackets, map vetoes, and private Discord match channels that include the players on each team.
• Publish results, standings, leaderboards and MVP awards.

We do not use your login email for marketing.

Who can see it

• Public: team names, in-game names, lineups (in-game names only), results, statistics, ratings and map veto choices.
• Your team: team members can see each other's in-game names; captains can also see their players' game IDs.
• Tournament staff: only staff with the relevant permission can see game IDs, contact details, solo-queue notes and lineup history.

Your controls

On your account page you can update your profile, download a copy of your data, log out of all devices and delete your account. Deleting your account removes your profile, login details, game IDs, team memberships and solo-queue entries. Your in-game name stays on results and statistics of tournaments that already took place, without other identifying details. If you are on a lineup for a tournament that has not finished, or you captain a team with other members, you will be asked to sort that out first, or you can contact our DPO.

11 Cookies and Website Analytics

• Strictly necessary storage: keeps you logged in, stores your security settings and remembers your cookie choice. This does not need your consent.
• Analytics (optional): with your permission we use Google Analytics to understand how our websites are used. It is off until you choose "Accept analytics" on the cookie banner. You can change your choice at any time using "Cookie settings" in the website footer.
• Error monitoring: we use Sentry to detect errors on our websites. We remove login tokens and similar secrets from the information sent.

12 How Long We Keep Your Information

We keep personal data only while it is needed for the purpose we collected it for, or another necessary legal or business purpose. When those purposes end, we securely delete it or remove identifying links.

Different types of records have different retention periods. We do not apply a blanket five-year period to all personal data.

• Accounting and tax records: We keep these for the applicable statutory period. Corporate income-tax transaction records generally need to be kept for at least five years from the relevant Year of Assessment. Other accounting requirements may use a different starting point.
• Registration and eligibility records: We review registration details, dates of birth and integrity evidence separately. They are not automatically kept for five years.
• Disputes and investigations: We may retain relevant records longer where needed for an ongoing dispute, investigation or legal obligation.
• Archived coverage and results: We review these against their continuing purposes and applicable rights.
• Player accounts: Login codes expire after 10 minutes and are deleted within a day. Login sessions end after 30 days without use. Player accounts not used for 24 months are deleted automatically (unless the player is on a lineup for a tournament that has not finished). Withdrawn solo-queue entries are deleted after 12 months. Deleted accounts are removed as described in section 10.
• Analytics: Google Analytics data is kept according to the retention setting in our Google Analytics account.

13 Security and Overseas Processing

We make reasonable security arrangements to protect personal data against unauthorised access, use, disclosure, alteration, loss and other relevant risks.

Our safeguards reflect the information and activities involved, including limiting access to people who need it. No service can guarantee absolute security.

When information is processed overseas

Our providers or authorised personnel may process information outside Singapore. Our main providers are:

• Supabase (database and file storage): Japan.
• Vercel (website hosting): global network, including the USA.
• Resend (login and notification emails): USA.
• Discord (community, match channels and Discord login): USA.
• Google (Google Analytics, only if you accept it; Google Workspace): USA.
• Sentry (error monitoring): USA.

When we transfer personal data overseas, we meet applicable transfer requirements and put arrangements in place to provide protection comparable to Singapore’s Personal Data Protection Act (PDPA).

Accepting this policy does not waive those protections.

14 Your Privacy Requests

What you can ask us to do

Contact our Data Protection Officer (DPO) to:

• Request access to your personal data and information about how we have used or shared it.
• Ask us to correct inaccurate information.
• Withdraw consent on reasonable notice or request deletion.
• Raise a privacy concern.

We may take reasonable steps to verify your identity without collecting unnecessary information. Requests are subject to legal exceptions and safeguards for other people’s information. We will explain any permitted access fee before you incur it.

What happens next

• Access and correction: We respond as soon as reasonably possible. If we cannot complete your request within 30 days, we will tell you in writing within that period when we expect to respond.
• Withdrawing consent: We will explain the likely consequences and stop the relevant consent-based processing, including by our agents, unless continued processing is permitted or required by law.
• Deletion: Withdrawing consent does not automatically require us to delete records still needed for a lawful purpose. We assess deletion requests under applicable law.

15 Data Breaches, Complaints and Updates

• Data breaches: We promptly assess suspected personal data breaches and notify Singapore’s Personal Data Protection Commission (PDPC) and affected people where legally required.
• Complaints: You can contact our DPO or approach the relevant regulator.
• Policy updates: We publish revisions with an updated date and notify participants of material changes through appropriate channels. Where a new purpose requires consent, we will ask for it; updating this policy alone is not enough.

Contact our privacy team

Data Protection Officer

Email private submissions, including sensitive supporting evidence, to dpo@claxontournaments.net. Include the event name and only the information needed for your request. Keep identity documents and bank details out of public event channels.

Post: Claxon Tournaments Pte. Ltd., 68 Circular Road #02-01, Singapore.