GDPR Information Notice

1. Identity of the Data Controller

The controller responsible for processing personal data is:
LVGA – Luxembourg Video Game Association
115 A, rue Emile Mark
L‑4620 Differdange, Luxembourg.

2. Data Protection Officer (DPO) Contact Details

‍The  Data Protection Officer appointed is the Secretary of the association.

‍3. Purposes of Processing

‍The data collected by LVGA are processed for the following purposes:‍ ‍

  • Management and distribution of the newsletter;

  • Organisation and communication of informational sessions;

  • Administrative and operational management of ASBL members;

  • Creation, coordination and internal communication of specialised colleges and working groups.

4. Legal Basis for Processing

The processing is based on:‍ ‍

  • Legitimate interest of the association, particularly to manage contact information and communications with its members;

  • Compliance with legal obligations, including accounting or statutory obligations.

‍5. Recipients of the Data‍ ‍

Personal data may be shared with:‍ ‍

  • LVGA’s internal administration;

  • Members of the association when required for statutory activities;

  • Third‑party processors acting on behalf of LVGA (if applicable).

6. Data Storage and Hosting‍ ‍

Personal data is transmitted via Squarespace, which is used as the platform for collecting membership information. After transmission, the data is stored on Jottacloud, a cloud storage service operated by Jottacloud AS.

The association stores this data in an OpenDocument Spreadsheet (ODS) file format. All storage and hosting operations are carried out in compliance with applicable data protection regulations, and appropriate technical and organisational measures are implemented to ensure an adequate level of security for the personal data.

‍7. Data Retention Period‍ ‍

  • Membership‑related data: retained for the duration of the membership plus 2 additional years for accounting purposes.

  • Membership register: certain information (e.g., member names) may be retained for longer periods or indefinitely, where legally required.

‍8. Rights of Data Subjects‍ ‍

Data subjects have the following rights:

  • Right of access, rectification, erasure, restriction, objection, and data portability.

  • Requests can be addressed to the data controller (or to the DPO once appointed).

‍ ‍9. Right to Lodge a Complaint

‍Data subjects may lodge a complaint with:
Commission Nationale pour la Protection des Données (CNPD)
15, boulevard du Jazz
L‑4370 Belvaux
Website: https://cnpd.public.lu

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