Last updated: 18 June 2026
EventHost is a tool for running gaming-community tournaments and broadcasting them to Discord. This policy explains, in plain language, what personal data we process when you host or join an event, why we process it, who it is shared with, and the rights you have under the General Data Protection Regulation (GDPR). If anything here is unclear, email us at privacy@eventhost.gg.
The party responsible for your personal data.
EventHost is operated from the Netherlands by its founder, who is the data controller for the processing described here. A registered company (KVK and VAT) is being set up; once complete, the registered name, address, and numbers will be added to this section. Until then, you can reach the operator about any privacy matter at privacy@eventhost.gg. We have not appointed a Data Protection Officer; given the size of the service, we are not required to.
The categories of personal data we process, and where they come from.
Account and identity. When you sign in we receive, from your chosen provider, an account identifier and your username or display name, plus an avatar where available — from Discord, your Discord ID; from Google, your Google ID and email address. If you create an EventHost account with email and password instead, we store your email and a securely hashed password (never the password itself). You can optionally add a short bio and an accent colour. We also record which plan and role your account is on.
Events you create. The event details a host enters: name, game, description, dates, player cap, prize-pot and goal figures (these are honor-system numbers, not money — see the Terms), the Discord channel or webhook you connect for broadcasting, your public sign-up page content, and any custom sign-up questions you add.
Participation.Players can join an event from a link without creating an account. When they do, we store the display name they enter, their answers to the host's sign-up questions, and their results within that event (scores, seed, placement, check-in status, team). Honor-system donation entries (an amount, type, and optional note) are stored as records only — no money is collected or processed.
Operational data. To keep the service secure we keep limited logs of important actions (for example a host removing or banning a participant, or an administrator action), and our hosting providers keep standard technical logs that can include your IP address and device information. A small essential cookie keeps you signed in (see §8).
Each purpose mapped to its GDPR ground.
To provide the service — creating and running events, sign-ups, brackets and leaderboards, and broadcasting the updates you choose to your Discord channel. Legal basis: performance of a contract with you, GDPR art. 6(1)(b).
To keep the service safe and working — authentication, preventing abuse, enforcing bans a host sets, audit logging of sensitive actions, and diagnosing problems. Legal basis: our legitimate interest in a secure, reliable service, GDPR art. 6(1)(f).
To meet legal obligations — where the law requires us to retain or disclose certain information. Legal basis: legal obligation, GDPR art. 6(1)(c).
We do not run advertising profiling, and we do not sell your data. If we ever introduce optional features that need it (for example product analytics), we will ask for your consent first, GDPR art. 6(1)(a), and you will be able to withdraw it.
The processors that handle data on our behalf.
EventHost relies on a small set of sub-processors to run:
Each acts on our instructions under a data-processing agreement. When you broadcast a result or update, the content you choose to send is delivered to Discord and becomes visible in your server under Discord's own terms and privacy policy. We never sell or rent your data, and we only disclose it to authorities where we are legally required to.
When data leaves the EEA, and how it stays protected.
Your event and account data lives in our database and storage, which are hosted in the European Union. Some of our providers (Discord, Google, and Vercel) are based in the United States and may process limited data there. Where that happens, the transfer is covered by the European Commission's Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework, so your data keeps an equivalent level of protection.
Retention periods per category.
We keep your account data for as long as your account exists. Event and participant data is kept for the life of the event and while the host's account is active. Operational and security logs are kept for a limited period (typically up to 90 days), and audit records of sensitive actions are kept longer where needed to protect the service. When you delete your account (see §7) we permanently remove your profile and the events you own, including their participants and uploads, except where we must keep something to meet a legal obligation.
The control you have over your personal data.
Under the GDPR you have the right to access your data, to correct it, to have it erased, to receive a copy in a portable form, and to restrict or object to certain processing. You can delete your account at any time from Settings → Danger zone, which permanently removes your profile and the events you own.
To exercise any other right, email privacy@eventhost.gg. We respond within one month. We may first ask you to confirm your identity so we don't hand your data to someone else. If you believe we have mishandled your data, you have the right to complain to your local supervisory authority — in the Netherlands, the Autoriteit Persoonsgegevens.
What we store on your device, and why.
EventHost uses only what it needs to work. An essential cookie keeps you signed in after you log in, and (for platform administrators) a short-lived cookie supports the “view as” tool. Your theme preference is stored locally in your browser. We do not set advertising or third-party tracking cookies, so there is no consent banner to click through. If we ever add non-essential cookies, we will ask for your consent first.
A minimum age for using EventHost.
EventHost is not intended for children under 16. If you are under 16, please don't create an account; a host can still let you take part in an event via a sign-up link without one. If we learn we hold account data from a child under 16 without the appropriate consent, we will delete it.
How this policy can change, and how to reach us.
We may update this policy as the service grows; the date at the top always reflects the current version, and we will flag material changes in the app. For any question about this policy or your data, email privacy@eventhost.gg.