Privacy Policy
Esports Tournament Platform Operated by Jansen & Loots Limited (NZBN: 9429050054411)
Last updated: April 2026 Contact: privacy@jansenandloots.com
This policy explains how personal information is collected, used, stored, and protected on this platform. This platform is operated by Jansen & Loots Limited ("we", "us", "the Platform Operator") and provided to national esports organisations ("Organisation Partners") who run school esports competitions in their respective countries.
This policy applies to all users: students, teachers, school staff, and organisation administrators. It is governed by the New Zealand Privacy Act 2020 and the Information Privacy Principles ("IPPs") contained within it.
1. Who Is Responsible for Your Data
This platform operates on a controller-processor model:
Organisation Partners (e.g., New Zealand Esports Federation Incorporated) are the primary agencies responsible for the personal information collected through this platform. Your Organisation Partner decides which tournaments to run, which schools participate, and how tournament data is used within their organisation. They are the Data Controller for the purposes of applicable privacy law.
Jansen & Loots Limited is the Platform Operator and acts as a Data Processor on behalf of Organisation Partners. We build, host, and maintain the platform infrastructure. We process personal information only as necessary to operate the platform and in accordance with our agreements with Organisation Partners. We do not use personal information collected through this platform for our own commercial purposes, such as marketing or advertising.
Your Organisation Partner is identified by the domain you use to access this platform (e.g., tournament.nzesports.org.nz for the New Zealand Esports Federation). The relationship between Jansen & Loots Limited and each Organisation Partner is governed by a Data Processing Agreement that outlines security commitments, breach notification procedures, and audit rights.
2. What Information We Collect
Students (aged 13 and over)
| Information | Why we collect it |
|---|---|
| First name, last name | To identify you within your team and on match rosters |
| Email address | Account login, notifications, and communication about your matches |
| In-game username(s) | So opponents can add you in-game for matches (displayed publicly) |
| School name | To link you to your school's team and the school leaderboard |
| Match results and chat messages | To run the competition and resolve disputes |
Students under 13
Students under 13 years of age cannot create their own account on this platform. For primary and intermediate school competitions, teachers register and manage teams on behalf of their students. In these cases, the teacher provides student first names and in-game usernames only. No email addresses or last names are collected directly from or about students under 13.
Teachers and School Staff
| Information | Why we collect it |
|---|---|
| Full name | To identify you as the responsible teacher for your school's teams |
| Email address | Account login, team approval notifications, and weekly results summaries |
| School affiliation | To link you to your school and your students' teams |
Organisation Administrators
| Information | Why we collect it |
|---|---|
| Full name and email | Account login and platform administration |
3. How Your Information Is Used
We use your information to:
- Create and manage your account on this platform
- Register teams and manage tournament participation
- Generate match fixtures, record scores, and calculate standings
- Provide match chat rooms for teams to coordinate their matches
- Send notifications about your matches, team approvals, and tournament updates via email and in-app alerts
- Calculate and display school leaderboard rankings
- Enable teachers to manage their students' teams and monitor match chat rooms
- Enable organisation administrators to manage their national competition
- Detect and address misconduct (chat moderation, dispute resolution)
- Improve the platform based on aggregated, non-identifying usage data
We do not use your information for advertising, marketing to third parties, or any purpose unrelated to operating esports competitions on this platform.
4. Who Can See Your Information
What other students can see
Other students (including opponents) can see your first name and in-game username only. Your email address, last name, and school affiliation are never visible to opposing teams or other students outside your own team.
What teachers can see
Teachers can see the full details (including email addresses) of students at their own school only. Teachers have read-only access to their teams' match chat rooms for safeguarding purposes. Teachers cannot see student data from other schools.
What organisation administrators can see
Organisation administrators can see all user data within their organisation, including student names, emails, team registrations, match results, and chat reports. They cannot see data belonging to any other organisation on this platform.
What the public can see
Tournament standings, match fixtures, and school leaderboard rankings are visible publicly without login. No personal information (names, emails, or student details) is visible on public pages.
What the Platform Operator can see
Jansen & Loots Limited, as the Platform Operator, has technical access to all data across all organisations solely for the purposes of platform maintenance, support, security, and compliance with our obligations under this policy and our Data Processing Agreements. This access is limited to authorised personnel and is exercised only when necessary to operate the platform.
5. Third-Party Services
We use the following third-party infrastructure providers to operate this platform. These providers act as our agents and sub-processors under the Privacy Act 2020 (IPP 12). Your data may be processed by these services in the course of normal platform operation:
| Service | Purpose | Data location |
|---|---|---|
| Supabase Pty Ltd | Database hosting, user authentication, file storage, real-time messaging | Sydney, Australia |
| Vercel Inc. | Application hosting and delivery | Sydney, Australia (primary region) |
| Brevo (Sendinblue SAS) | Transactional email delivery | EU (France) |
These providers are contractually bound to protect personal information and ensure it remains subject to comparable privacy safeguards. Jansen & Loots Limited remains legally responsible for all personal information held by these providers on our behalf.
We do not sell, rent, or provide your personal information to any other third parties.
6. Data Retention and Deletion
Student data
Student personal data (name, email, in-game usernames, and match participation records) will be deleted within 30 days of the tournament in which they participated ending. This is consistent with IPP 9, which requires that personal information not be kept for longer than is necessary for the purpose for which it was collected.
Chat messages are deleted 48 hours after a match is completed. Images shared in match chat are deleted at the same time. Chat report snapshots (created when misconduct is reported) may be retained for the duration of the tournament for safeguarding purposes and are deleted with other student data within 30 days of the tournament ending.
Data exported by Organisation Partners
Organisation Partners may export tournament data (team names, rosters, match results, standings) for their own record-keeping before the 30-day deletion occurs. Once exported, this data is governed solely by the Organisation Partner's own privacy policies and data management practices. Jansen & Loots Limited accepts no responsibility or liability for personal information stored outside of this platform.
Teacher and administrator data
Teacher and organisation administrator account data is retained for as long as the account is active. Teachers and administrators may request deletion of their account at any time by contacting their Organisation Partner or the Platform Operator.
Aggregated data
Anonymised, aggregated data (e.g., total number of participants, number of matches played) may be retained indefinitely for platform improvement and reporting purposes. This data cannot be used to identify any individual.
7. Data Security
We take reasonable steps to protect personal information from unauthorised access, use, modification, and disclosure:
- All data is encrypted in transit (HTTPS/TLS) and at rest
- Database access is controlled by row-level security policies that enforce strict data isolation between organisations
- Student email addresses and last names are never exposed to other students through the platform interface
- Chat rooms are accessible only to rostered players on the relevant teams, their teacher, and organisation administrators
- Administrative access requires authenticated accounts with verified roles
- Organisation data is fully isolated — one organisation cannot access another organisation's data under any circumstances
- The platform is regularly reviewed for security vulnerabilities
No system is perfectly secure. If you become aware of a security vulnerability or data breach, please contact us immediately at privacy@jansenandloots.com. We will notify affected users and the relevant Organisation Partner of any confirmed data breach without undue delay.
8. Children's Privacy
This platform is designed for use by school students participating in supervised esports competitions.
Students aged 13 and over may create their own account with the knowledge and approval of their teacher.
Students under 13 cannot create accounts on this platform. Teachers register and operate on their behalf, providing only first names and in-game usernames. No email addresses or other directly identifying information is collected for students under 13.
Parental and guardian consent: Teachers and school staff represent and warrant that they have obtained verifiable parental or guardian consent, in accordance with their school's policies and applicable law, before registering any student on this platform or approving any student-initiated team registration. By registering a team or approving a student's participation, the teacher confirms that this consent has been obtained for every student listed.
Jansen & Loots Limited relies on this representation in good faith. The responsibility for obtaining and verifying parental consent rests with the teacher, the school, and the Organisation Partner.
9. Your Rights
Under the New Zealand Privacy Act 2020, you have the right to:
- Access your personal information held on this platform
- Request correction of any information that is inaccurate, incomplete, or misleading
- Request deletion of your personal information (subject to the conditions below)
- Withdraw consent for the collection and use of your information (this may affect your ability to use the platform)
- Complain to the Office of the Privacy Commissioner if you believe your privacy has been breached
Deletion during an active tournament: If a deletion request is received during an active tournament, we may anonymise your personal information (removing your name, email address, and other identifying details) rather than fully deleting the record. Your in-game username and match statistics may be retained in anonymised form to preserve the competitive integrity of the tournament for all other participants. Full deletion of any remaining data will occur within 30 days of the tournament ending.
To exercise any of these rights, contact us at privacy@jansenandloots.com or contact your Organisation Partner directly. We will respond within 20 working days as required by the Privacy Act.
Students under 18 may have these rights exercised on their behalf by a parent, guardian, or teacher.
10. Consent
By creating an account on this platform, you consent to the collection, use, and storage of your personal information as described in this policy.
For students: your participation in a tournament is subject to your teacher or school having confirmed parental or guardian consent as described in Section 8.
For teachers: by registering an account, you consent to your information being shared with your Organisation Partner and used as described in this policy. You also represent and warrant that you have the authority to register students and that appropriate parental or guardian consent has been obtained for each student you register or approve.
You may withdraw your consent at any time by contacting us at privacy@jansenandloots.com or by contacting your Organisation Partner. Withdrawal of consent may result in the inability to continue using the platform. Withdrawal does not affect the lawfulness of any processing that occurred before the withdrawal.
11. International Data Transfers
This platform primarily processes data within Australia (Sydney region) through infrastructure providers that act as our agents under IPP 12 of the Privacy Act 2020. These providers are contractually bound to protect personal information and to ensure it remains subject to comparable privacy safeguards. Jansen & Loots Limited remains legally responsible for all personal information regardless of where it is physically stored by these providers.
Email delivery is processed through Brevo (Sendinblue SAS), which operates servers in the European Union. Application hosting through Vercel may route requests through international infrastructure for performance purposes, though the primary compute region is Sydney, Australia.
For Organisation Partners and users located in the European Union or United Kingdom, additional protections apply under the General Data Protection Regulation (GDPR) and UK GDPR respectively. Where required, data transfers are governed by Standard Contractual Clauses (SCCs) or UK International Data Transfer Agreements (IDTAs) incorporated into our Data Processing Agreements with the relevant Organisation Partner.
By using this platform, you acknowledge and consent to the transfer and processing of your information in the locations described above.
12. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices, technology, legal requirements, or other operational reasons. If we make material changes that affect how your personal information is collected, used, or shared, we will notify users via in-app notification and/or email prior to the changes taking effect.
The "Last updated" date at the top of this policy will always reflect the most recent version. Continued use of the platform after notification of changes constitutes acceptance of the updated policy.
13. Contact
For any privacy-related questions, concerns, or requests:
Jansen & Loots Limited Email: privacy@jansenandloots.com NZBN: 9429050054411
You may also contact the New Zealand Office of the Privacy Commissioner: Website: https://privacy.org.nz Phone: 0800 803 909