LAN Privacy Notice

Last updated September 15, 2026.

The Grand Finals LAN is an optional, in-person event that is separate from the tournament. Because people are sleeping in a building we booked and eating food we ordered, the LAN signup asks for more than the tournament ever does. This notice covers only that extra data. Everything else about your account is covered by the main Privacy Policy.

What we collect

When you sign up for the LAN, we store what you enter on the form:

• Legal name
• Email address
• Phone number
• Emergency contact: a name, their relationship to you, and a phone number
• Room choice, and who you are sharing with
• Dinner preferences
• Dietary restrictions/allergies
• Any notes you add.
• Your agreements: whether you agreed to the LAN terms, the photography policy, and this notice
• The time you submitted the form

This is linked to the osu! and Discord identity already on your account.

Why we collect it

• To give the venue an accurate list of who is on site and who is in which room.
• To reach you, or someone who knows you, if an emergency happens during the weekend.
• To order a dinner most people will eat and to accommodate allergies.
• To assign rooms in priority order and to track who has paid for one.

We do not use it for anything else. No marketing, no analytics, no selling.

Who sees it

• Evergreen Cup organisers with admin access to the site: the host (-Tynamo/Aidan), the LAN coordinator (Varler/Jarod), and the site maintainer (Haruhime/David). Every admin action that touches your record is logged.
• Dumas Bay Centre (venue), receives legal names, dietary restrictions/allergies, and room assignments.
• Varler, for room payments, sees your osu! username, legal name, and room type.
• Service providers that run the site: Vercel (hosting) and MongoDB Atlas (database, US region). Discord receives a signup notification with your osu! username only.

Nobody else. Emergency contact details are used only in an emergency.

How it is stored

In the site's database on MongoDB Atlas, in the United States, behind the same admin authentication as the rest of the site. Admin reads and writes are audit-logged.

How long we keep it

Personal details (legal name, email, phone, emergency contact, allergies, +1 details, notes) are deleted within 14 days after the event ends on October 25, 2026. We keep the non-personal parts (osu! username, whether you attended, room type, and whether it was paid) for our records.

You can withdraw your signup from your dashboard any time before signups close, and that deletes the record straight away.

Your rights

You can view and edit your LAN signup from your dashboard until signups close. To request a copy of your data, a correction, or deletion at any point, email us. If you are in the EU/EEA/UK, the GDPR page applies; if you are a California resident, the CCPA page applies.

Children

The LAN is not directed at children under 13. Attendees under 18 are the responsibility of a parent or guardian, who must be listed as the emergency contact during signup. Attendees under 18 must have approval from a parent or guardian before attending the event.

Changes

If the venue or the organisers need something different before the event, we will update this page, update the date at the top, and announce it on Discord.

Contact

Privacy contact for the LAN: -Tynamo/Aidan, [email protected].