Privacy Policy — HALCYON Gaming Lounge

01.Who we are

HALCYON Gaming Lounge ("HALCYON", "we", "us") operates the HALCYON venue, website and member services. This policy explains what personal data we collect when you visit the lounge or the website, why we collect it, and the choices you have.

For any privacy matter, our team can be reached at [email protected].

02.What we collect

Data you give us

Account details — name, email address, date of birth (for age-restricted hours), and a display nickname.
Membership & bookings — plan tier, booking history, locker assignment, event registrations.
Payment confirmation — handled by our payment providers; we store only the confirmation and last four digits, never full card numbers.
Messages — anything you send us by email, contact form or community channels.

Data collected automatically

Website usage — pages viewed, approximate region, device and browser type, collected via cookies described in the Cookie Policy.
Venue systems — station check-ins and session durations linked to your member account.
CCTV — the venue uses camera coverage in common areas for safety; footage is not linked to member profiles.

We do not collect the content of your gaming sessions, chat logs from third-party games, or your accounts on other platforms.

03.Why we collect it

To provide the Services — check-ins, bookings, saved settings, member perks (performance of a contract).
To keep the venue safe and prevent misuse of equipment (legitimate interest).
To send service messages about bookings, plan changes and events you registered for (performance of a contract).
To send optional community news — only if you opt in, and every email has an unsubscribe link (consent).
To understand how the website is used and improve it (consent, via analytics cookies).
To meet legal obligations such as accounting rules (legal obligation).

In short: we collect the minimum needed to run a good lounge. We do not sell your personal data, and we never will.

04.Who we share it with

We share data only with providers who help us run the Services:

Payment processors — to handle card payments securely.
Email delivery services — to send booking confirmations and newsletters.
Analytics providers — aggregated website statistics, only when you consent to analytics cookies.
Authorities — if we are legally required to, and only to the extent required.

All providers act under contracts that limit their use of your data to the services they provide to us.

05.How long we keep it

Account data — while the account is active, then deleted or anonymised within 12 months of closure.
Booking & session history — 24 months, for plan management and dispute resolution.
Payment records — as long as accounting law requires (typically 5–7 years, confirmation records only).
CCTV footage — up to 30 days, unless retained for a specific safety incident.
Email correspondence — up to 24 months after the conversation ends.

06.How we protect it

Member data is stored on encrypted systems with access limited to staff who need it for their role. Lounge machines are wiped between sessions — your saved profiles live in your account, not on the local disk. We review our security practices regularly and require the same from our providers.

07.Your rights

Depending on where you live, you may have the right to:

Access a copy of the personal data we hold about you.
Correct inaccurate data.
Delete your data ("right to be forgotten").
Restrict or object to certain processing.
Receive your data in a portable format.
Withdraw consent at any time, without affecting past processing.
Complain to your local data protection authority.

To exercise any of these rights, email [email protected]. We respond within 30 days.

08.Children

Visitors under 16 need a parent or guardian to set up their membership. We do not knowingly collect data from children under 13 online; if you believe a child has created an account, contact us and we will remove it.

09.Updates to this policy

When we change this policy in a meaningful way, we will notify members by email and post a notice at the venue at least 14 days before the change takes effect. The "last updated" date at the top of this page always reflects the current version.

10.Contact

Privacy questions, access requests or concerns: [email protected].

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