privacy policy

Privacy policy

 

Effective date: 05.11.2025 Last updated: 05.11.2025

1. Introduction and Data Controller

 

Scene ry organises Overclock LAN -the event ("Event") and we are committed to protecting your personal data in accordance with GDPR.

This policy explains how we collect, use and process the personal data of participants, visitors, and website visitors (data subjects).

Data controller information:

  • Name: Scene ry
  • Address: Humalistonkatu 8
  • Email for privacy inquiries: hallitus@scene.fi

 

2. Personal data we collect

 

We collect and process your personal data in the following categories:

  • Registration data:
    • Name, email address, phone number.
    • Date of birth (for age limits or competition divisions).
    • Emergency contact details.
  • Payment data:
  • Event participation data:
    • Seat number (if reserved).
    • Team name (if applicable).
    • Tournament participation details.
    • Dietary requirements (if we provide catering services).
  • Website / Technical data:
    • IP address, browser type and operating system.
    • Data collected via cookies or analytics (see section 4).
  • Media data:
    • Photographs and video footage taken at the Event.

 

3. Purposes and Legal Bases for Processing Personal Data

 

We process your personal data on the following legal bases:

 

A. Contractual obligation (GDPR Article 6(1)(b))

 

Processing is necessary for the performance of a contract:

  • Purposes: Processing ticket sales and registration, seat reservations, tournament-participation management, and providing essential services during the event.

 

B. Legitimate interest (GDPR Article 6(1)(f))

 

Processing is necessary to pursue the legitimate interests of us or a third party:

  • Purposes:
    • Event turvallisuus: Use of emergency contact details to ensure safety.
    • Essential communication: Sending important non-marketing event information (e.g. schedules, rules) by email.
    • Event promotointi (Media): Taking photos and videos in public areas to promote the event (see section 3.4 for details).
    • Internal analytics: Analysing site use to improve our services.

 

C. Consent (GDPR Article 6(1)(a))

 

We only process data if you have given voluntary consent:

  • Purposes:
    • Marketing communication: Sending email marketing about upcoming events. (Always requires separate explicit consent.)
    • Specific sharing: Data sharing with certain partners / sponsors (e.g. for prize draws), if you have given explicit consent for such sharing.

 

D. Media & Photography

 

  • We use Legitimate interest to take photos and videos in public areas of the event for promotional purposes.
  • If we need an image of you for specific marketing campaigns, we will ask you for separate consent.
  • Right to object: If you object to being photographed or want an image of you removed, contact us immediately.

 

4. Cookies and Sharing with Third Parties

 

 

A. Cookies

 

  • We use essential cookies verkkosivuston toiminnan varmistamiseksi (perustuu oikeutettuun etuun).
  • We use analytics or marketing cookies vain, jos annat siihen explicit consent via the cookie banner.

 

B. Data Sharing

 

We share your personal data only when necessary to organise the Event, and we ensure that third parties comply with the GDPR:

  • Ticketing / Payment processors: Personal and payment details to process ticket purchases.
  • Tournament platforms: Name and player tag to manage tournaments.
  • Catering suppliers: Ruokavaliovaatimukset ruokapalveluiden tarjoamiseksi.
  • Legal requirements: To law enforcement or authorities if required by law.

 

5. Security and Retention

 

  • Security: We use appropriate technical and organisational safeguards (including encryption and access control) to protect your data from unauthorised access or damage.
  • Retention: We retain your personal data only as long as necessary to fulfil the processing purposes. Event-related data is generally kept 2 vuotta after the event, after which it is securely deleted or anonymised, unless you have an active marketing consent.

 

6. Sinun Privacyoikeutesi (GDPR)

 

You have the right to exercise the following rights by contacting us at the email address given in section 1:

  • Right to be informed: Right to know how your data is used.
  • Right of access: Right to request a copy of the data we hold.
  • Right to rectification: Right to request correction of inaccurate or incomplete data.
  • Right to erasure (Right to be forgotten): Right to request deletion of your data under certain conditions.
  • Right to restriction of processing: Right to restrict processing of your data under certain conditions.
  • Right to object to processing: Right to object to processing, including direct marketing.
  • Right to data portability: Right to have your data transferred to another organisation or yourself under certain conditions.
  • Right to withdraw consent: If processing is based on your consent, you have the right to withdraw it at any time.

 

7. Valvontaviranomainen

 

If you have a complaint about the processing of your personal data, you have the right to lodge a complaint with your local supervisory authority.