Privacy Policy

Effective Date: January 1, 2025

This Privacy Policy explains how Polaris Tournaments ("we," "our," or "us") collects, uses, and protects your information when you use our Discord bot and related services.

Information We Collect

Discord Data

Discord User IDs: Unique numerical identifiers for user accounts
Server membership: Tournament eligibility and server boost status tracking
Message content: Tournament lineup submissions for validation purposes, and ticket services
IP address: Collected during registration to detect duplicate or alternate accounts and help prevent tournament abuse

Gaming Data

In-game usernames (IGN): Critical Ops and Valorant Mobile player names
Game statistics: Match results, tournament performance, map statistics
Tournament data: Team rosters, tournament participation history
Player profiles: Achievements, region, and gaming history

How We Use Your Information

Tournament management: Creating brackets, tracking results, managing teams
Player verification: Ensuring legitimate tournament participation
Role management: Automatic server boost roles and reaction role systems
Statistics tracking: Providing player performance analytics
Community features: Team formation, nation representation, player rankings

Legal Bases for Processing (EU/UK Users)

If you are located in the EU, UK, or a similar jurisdiction, we rely on the following legal bases to process your personal information:

Consent: Where you have given us permission to use your information for a specific purpose, such as analytics cookies. You may withdraw this consent at any time
Performance of a Contract: Where processing is necessary to provide the Services you have requested, such as tournament registration and participation
Legitimate Interests: Where processing is reasonably necessary to protect the integrity of our tournaments, such as detecting duplicate accounts or fraudulent activity, provided this does not override your rights and freedoms
Legal Obligations: Where processing is necessary to comply with applicable law or to establish, exercise, or defend legal claims

Data Storage and Security

Your data is protected through multiple security layers:

Secure infrastructure: Industry-standard security protocols and monitoring
Access controls: Limited authorization to essential personnel only
Data encryption: All sensitive information encrypted in transit and at rest

We maintain strict data privacy standards and do not sell, trade, or rent your personal information to third parties. Limited data sharing occurs only with:

Challonge: Tournament bracket platform integration for tournament management
Discord: Through our bot's authorized API access for essential functionality
Critical Force Ltd.: When you win an in-game reward, your game ID is shared with Critical Force Ltd. (the developer of Critical Ops) strictly for the purpose of granting that reward. Monetary prizes are handled and distributed entirely by us and are never shared with a third party
Google Analytics: Website usage data, shared only for users who consent via our cookie banner. See the Cookies section below for details
Legal compliance: When required by law or to protect our legitimate interests

Payment and Prize Data

When you win a cash prize in one of our tournaments, we collect the payment information necessary to send that prize to you (for example, a PayPal email address, bank transfer details, or equivalent payment destination, depending on the payout method used for that event).

Collection: Payment destination details are collected directly from the winner only after a prize has been confirmed, and only what is needed to complete that specific payout
Use: This information is used solely to distribute the prize you have won and is not used for any other purpose
Sharing: Payment details are not sold, shared, or disclosed to any third party except where required to actually process the payment (for example, a payment provider such as PayPal) or where required by law
Retention: Payment destination details are retained only as long as necessary to complete the payout and for our financial recordkeeping obligations, after which they are deleted

Message Content Processing

Our bot processes message content exclusively for:

Tournament lineup submissions: Validating team rosters and player eligibility
Administrative commands: Essential server management and moderation functions
Support/Tickets: Ticket transcripts

Important: Message content is only stored for neccessary processes.

Data Retention

Tournament records: Maintained indefinitely for historical statistics and leaderboards
Player profiles: Retained while actively participating in our services
Message content: only stored for neccessary processes
Analytics data: Aggregated and anonymized for service improvement

Blacklist Retention Exception: If you are banned from our services for violating our rules (e.g., cheating), we retain your game ID, Discord ID, and the reason for the ban indefinitely to enforce the ban and protect the integrity of our tournaments. This is done on the basis of legitimate interest.

Retention After Account Deletion: Even after your account is deleted, we may retain de-identified or tournament-side information — such as historical match records, bracket results, and statistics — for the purposes of maintaining accurate tournament history, preventing abuse, and ensuring competitive integrity. This retained information cannot reasonably be used to identify you as an individual.

Your Privacy Rights

Access Rights Request a structured copy of all your stored data

Data Correction Update or correct any inaccurate personal information

Data Portability Receive your data in a structured, machine-readable format

Reports All reports are kept strictly confidential and will never be shared with third parties.

Withdraw Consent If we rely on your consent to process your information (such as for ads personalization via our cookie banner), you may withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.

Object or Restrict Processing You may object to our processing of your personal information, or ask us to restrict it, in certain circumstances permitted by applicable law.

If you are located in the EEA, UK, or Switzerland and believe we are unlawfully processing your personal information, you have the right to lodge a complaint with your local data protection authority (or, in Switzerland, the Federal Data Protection and Information Commissioner).

Verifying your request: Before acting on a request to access, correct, or delete your information, we will take reasonable steps to verify that the request is actually coming from you (or your authorized agent), such as confirming your Discord User ID or Polaris Player ID. This protects your account from someone else requesting changes to or deletion of your data on your behalf without permission.

Appeals: If we decline to act on your request, you may appeal that decision by contacting our privacy administrators. We will respond in writing explaining the outcome of your appeal.

Cookies and Website Analytics

Our website uses cookies and similar technologies to enhance your browsing experience:

Essential cookies: Required for basic website functionality and security
Analytics cookies: Help us understand website usage patterns and improve performance
Preference cookies: Remember your settings and customization choices

On your first visit, a cookie consent banner lets you accept or reject analytics and advertising-related cookies. If you reject, Google Analytics tracking and ad personalization are both disabled for your visit; if you accept, both are enabled. Your choice is remembered in your browser for future visits; clearing your browser's site data will show the banner again.

Do Not Track

Some browsers include a "Do Not Track" (DNT) signal you can enable to indicate you don't want your browsing activity tracked. There is currently no uniform industry standard for how sites should respond to DNT signals, so we do not currently respond to them. Our cookie consent banner remains the primary way to control analytics and advertising cookies on our site.

Children's Privacy Protection

Our services comply with children's privacy protection laws. We do not knowingly collect personal information from users under 13 years of age. If you become aware that a child has provided us with personal information, please contact us immediately for proper handling.

Third-Party Service Integration

Our platform integrates with the following third-party services, each governed by their respective privacy policies:

Discord: Subject to Discord's comprehensive Privacy Policy
Challonge: Tournament management subject to Challonge's Privacy Policy
Google Analytics: Website analytics subject to Google's Privacy Policy, used only with your consent
Game platforms: Critical Ops and Valorant Mobile data subject to respective privacy terms

Policy Updates and Changes

We may periodically update this Privacy Policy to reflect changes in our practices or legal requirements. Material changes will be communicated through:

Prominent notices on our website
Announcements in our Discord servers
Direct notification for significant changes affecting your rights

International Data Processing

By using our services, you acknowledge and consent to the transfer and processing of your information in countries where our servers and service providers are located. We ensure appropriate safeguards are in place to protect your data regardless of processing location.

Data Deletion

Users may request deletion of personal data associated with their Polaris account by contacting our privacy administrators through the official Polaris Discord server or through the contact information provided on our website. Users should provide their Discord User ID or Polaris Player ID where possible to help us identify the relevant data. We will review deletion requests and delete data that we are not required to retain for legitimate operational, security, tournament-integrity, legal, or recordkeeping purposes.

Data Opt-Out

Users may opt out of message-content-dependent features by contacting Polaris through our support system. Users who opt out may be unable to use features that require processing message content, such as message-based registration, support/dispute processing, or match-result processing.

Privacy Inquiries

For questions about this Privacy Policy, data requests, or privacy concerns:

Website: https://polaristournament.com

Discord: Contact our privacy administrators

Email: [email protected]

Last updated: September 23, 2026