Privacy Policy

Last updated: January 15, 2025 | Effective Date: January 15, 2025

1. About This Policy

OCNetworks ("we," "our," "us," or "the Company") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:

• Visit our website at ocnetworks.co.uk
• Use our game server hosting services
• Access our control panels and management tools
• Communicate with our support team
• Participate in our community forums or Discord servers

As a UK-based company, we comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws.

2. Data Controller Information

Data Controller: OCNetworks Ltd
Registration: England and Wales Company House Registration
Address: [Your registered business address]
Email: privacy@ocnetworks.co.uk
Data Protection Officer: dpo@ocnetworks.co.uk

3. Information We Collect

3.1 Personal Information You Provide

Data Category	Examples	Purpose
Account Information	Name, email address, username, password	Account creation and management
Billing Information	Billing address, payment method details	Payment processing and invoicing
Contact Information	Phone number, postal address	Customer support and service delivery
Support Communications	Support tickets, chat logs, emails	Providing technical assistance
Server Configuration	Server names, game types, mod preferences	Service customization and delivery

3.2 Information Automatically Collected

• Server Usage Data: CPU usage, memory consumption, bandwidth usage, uptime statistics
• Connection Information: IP addresses, connection times, geographic location (country/region level)
• Website Analytics: Pages visited, time spent, browser type, device information
• Game Server Logs: Player connections, server events, performance metrics
• Security Logs: Login attempts, access patterns, security events

3.3 Information from Third Parties

• Payment Processors: Transaction confirmations, payment status, fraud prevention data
• Game Platforms: Steam IDs, Discord usernames (when you choose to link accounts)
• Security Services: DDoS attack information, threat intelligence data

4. How We Use Your Information

4.1 Service Provision (Legal Basis: Contract Performance)

• Provisioning and managing your game servers
• Processing payments and managing billing
• Providing customer support and technical assistance
• Monitoring server performance and uptime
• Installing and configuring games, mods, and plugins

4.2 Security and Fraud Prevention (Legal Basis: Legitimate Interest)

• Protecting against DDoS attacks and other security threats
• Preventing fraudulent transactions and account abuse
• Monitoring for terms of service violations
• Maintaining system security and integrity

4.3 Service Improvement (Legal Basis: Legitimate Interest)

• Analyzing usage patterns to improve our services
• Developing new features and capabilities
• Optimizing server performance and reliability
• Conducting research and analytics

4.4 Legal Compliance (Legal Basis: Legal Obligation)

• Complying with UK tax and accounting requirements
• Responding to legal requests and court orders
• Meeting regulatory reporting obligations
• Cooperating with law enforcement when required

4.5 Marketing Communications (Legal Basis: Consent)

• Sending service updates and announcements
• Promotional emails about new features or services
• Customer satisfaction surveys
• Community newsletters and gaming news

5. Cookies and Tracking Technologies

5.1 Types of Cookies We Use

Cookie Type	Purpose	Duration
Essential Cookies	Website functionality, security, login sessions	Session/1 year
Analytics Cookies	Website usage statistics, performance monitoring	2 years
Functional Cookies	User preferences, language settings, customization	1 year
Marketing Cookies	Advertising, remarketing, conversion tracking	1-2 years

5.2 Managing Cookie Preferences

You can control cookie preferences through:

• Our cookie consent banner (appears on first visit)
• Your browser settings and privacy controls
• Third-party opt-out tools for advertising cookies
• Contacting us directly for assistance

6. Data Sharing and Disclosure

6.1 Service Providers and Partners

• Payment Processors: Stripe, PayPal for secure payment processing
• Cloud Infrastructure: Data center partners for server hosting
• Support Tools: Help desk software, live chat platforms
• Security Services: DDoS protection, fraud prevention services
• Analytics Providers: Google Analytics, performance monitoring tools

6.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Enforce our terms of service and protect our rights
• Investigate fraud, security breaches, or terms violations
• Protect the safety and rights of our users and the public

6.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

7. International Data Transfers

While we primarily operate within the UK, some data processing may occur outside the UK/EEA. When this happens, we ensure adequate protection through:

• Adequacy Decisions: Transfers to countries with adequate protection levels
• Standard Contractual Clauses: EU-approved contract terms for data protection
• Certification Schemes: Privacy Shield successors and similar frameworks
• Binding Corporate Rules: Internal policies ensuring consistent protection

8. Data Security

8.1 Technical Safeguards

• Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access with multi-factor authentication
• Network Security: Firewalls, intrusion detection, DDoS protection
• Regular Updates: Security patches and system updates
• Monitoring: 24/7 security monitoring and incident response

8.2 Organizational Safeguards

• Staff training on data protection and security practices
• Background checks for employees with data access
• Regular security audits and penetration testing
• Incident response procedures and breach notification protocols
• Data minimization and retention policies

8.3 Data Breach Procedures

In the event of a data breach, we will:

• Assess and contain the breach within 24 hours
• Notify the ICO within 72 hours if required
• Inform affected individuals without undue delay
• Provide clear information about the breach and our response
• Take steps to prevent future incidents

9. Data Retention

Data Type	Retention Period	Reason
Account Information	Duration of account + 3 years	Service provision, legal compliance
Billing Records	7 years after last transaction	UK tax and accounting requirements
Support Communications	3 years after resolution	Service improvement, dispute resolution
Server Usage Logs	12 months	Performance monitoring, troubleshooting
Security Logs	2 years	Security monitoring, incident investigation
Marketing Preferences	Until withdrawal of consent	Respecting communication preferences

10. Your Rights Under UK GDPR

10.1 How to Exercise Your Rights

To exercise any of these rights:

1. Email us at privacy@ocnetworks.co.uk
2. Use our online data request form (available in your account dashboard)
3. Contact our Data Protection Officer directly
4. Send a written request to our registered address

Response Time: We will respond to your request within one month (extendable to three months for complex requests).

10.2 Identity Verification

To protect your privacy, we may need to verify your identity before processing requests. This may involve:

• Confirming account details and security questions
• Requesting government-issued identification
• Using two-factor authentication

11. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

For users aged 13-16: We recommend parental guidance when using our services, especially regarding online gaming communities and communication features.

12. Gaming-Specific Privacy Considerations

12.1 Game Server Data

• Player Data: We may process player usernames, game statistics, and chat logs as part of server administration
• Mod and Plugin Data: Custom configurations and user-generated content may be stored
• Community Features: Forum posts, Discord integration, and community interactions

12.2 Third-Party Game Platforms

When you connect third-party gaming accounts (Steam, Discord, etc.), we may receive limited information as permitted by those platforms' privacy policies.

12.3 User-Generated Content

Content you create on our servers (builds, configurations, chat messages) may be visible to other players. Please be mindful of sharing personal information in public gaming environments.

13. Marketing and Communications

13.1 Types of Communications

• Service Communications: Account notifications, service updates, security alerts (cannot opt out)
• Marketing Communications: Promotional emails, newsletters, special offers (can opt out)
• Community Communications: Gaming news, community events, tournaments (can opt out)

13.2 Opting Out

You can unsubscribe from marketing communications by:

• Clicking the unsubscribe link in any marketing email
• Updating your preferences in your account dashboard
• Contacting our support team
• Emailing unsubscribe@ocnetworks.co.uk

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our services or business practices
• Updates to applicable laws and regulations
• Improvements to our privacy and security practices
• Feedback from users and regulatory authorities

Notification of Changes:

• Email notification to all active users
• Prominent notice on our website
• In-app notifications in our control panel
• 30-day notice period for material changes

15. Complaints and Regulatory Contact

If you have concerns about how we handle your personal data, you can:

1. Contact us directly: privacy@ocnetworks.co.uk
2. File a complaint with the ICO:
   Information Commissioner's Office
   Wycliffe House, Water Lane
   Wilmslow, Cheshire SK9 5AF
   Phone: 0303 123 1113
   Website: ico.org.uk

16. Definitions

• Personal Data: Any information relating to an identified or identifiable natural person
• Processing: Any operation performed on personal data, including collection, storage, use, and deletion
• Data Controller: The entity that determines the purposes and means of processing personal data
• Data Processor: An entity that processes personal data on behalf of the data controller
• Consent: Freely given, specific, informed, and unambiguous agreement to processing
• Legitimate Interest: Processing necessary for legitimate interests, balanced against individual rights