Privacy
policy.

This Privacy Policy applies to the public Element Esports website, its application pages, and personal information sent directly to Element Esports through website-generated email, ordinary email, or other official communication channels. In this policy, “Element Esports,” “we,” “us,” and “our” refer to the Element Esports organization.

This policy does not control independent websites, stores, platforms, communities, or services linked from our website. Their own privacy terms apply when you leave this site.

The information we handle depends on how you interact with Element Esports.

• Contact detailsName, email address, Discord username, gamertag, professional handle, region, time zone, and other contact information you choose to provide.
• Application detailsAvailability, role preferences, gaming background, ranks, competitive history, team rosters, work history, software or platform experience, portfolio or résumé links, social channels, audience information, goals, written responses, and related materials.
• CommunicationsThe contents of emails, questions, feedback, reports, attachments, follow-up conversations, and records of our response.
• Member informationInformation reasonably needed to onboard, coordinate, support, or manage accepted players, creators, volunteers, staff, and teams.
• Technical informationOur hosting and infrastructure providers may automatically process information such as IP address, browser and device type, requested page, date and time, referring page, and diagnostic or security logs.

Application fields are processed locally in your browser to assemble a formatted message. Selecting “Submit by email” opens your default email application with the application addressed to Element Esports. Selecting “Copy application” places the formatted text on your device’s clipboard.

The website itself does not directly upload or save the completed application. The information becomes available to Element Esports only after you send the email or otherwise deliver the copied application. Your browser, device, clipboard, email application, and email provider may process the information under their own settings and privacy terms.

Review the generated email before sending it. Do not include Social Security numbers, financial account details, passwords, medical records, government identification numbers, or other sensitive information we did not request.

• Respond to questions, requests, feedback, and media or partnership inquiries
• Review applications and evaluate current or future organizational fit
• Communicate about interviews, tryouts, onboarding, assignments, and participation
• Operate teams, creator programs, community activities, partnerships, and internal administration
• Verify information, protect accounts, prevent abuse, and enforce community or organizational standards
• Investigate conduct, safety, integrity, accessibility, and policy concerns
• Maintain reasonable records, improve our processes, and comply with legal obligations

Where applicable law requires a legal basis, processing may rely on your consent, steps requested before entering an arrangement, legitimate organizational interests that do not override your rights, compliance with legal obligations, or protection of people and organizational integrity.

Element Esports does not sell personal information and does not share it for cross-context behavioral advertising. Information may be disclosed only as reasonably necessary in the following circumstances:

• Within Element EsportsTo leadership or authorized staff who need the information for recruitment, operations, support, safety, conduct review, or another stated purpose.
• Service providersTo providers supporting organizational systems—including Proton Mail for email and the website’s hosting infrastructure—subject to their services, security practices, and privacy terms.
• Legal and safetyWhen reasonably believed necessary to comply with law, respond to lawful process, protect rights or safety, investigate fraud or abuse, or address an emergency.
• Organizational changeAs part of a merger, restructuring, transfer, or similar change, with reasonable efforts to preserve appropriate privacy protections.
• With your directionWhen you ask us to share information or give clear permission for a specific disclosure.

Element Esports has not added first-party advertising cookies, behavioral advertising pixels, or a separate website analytics product to this site. Hosting and security infrastructure may still use essential technologies or process request logs to deliver pages, prevent abuse, diagnose failures, and maintain service reliability.

If analytics, advertising, embedded services, or optional cookies are introduced later, this policy and any required consent controls will be updated before or when those practices begin.

Element Esports aims to retain personal information only as long as reasonably necessary for the reason it was collected, ongoing organizational relationships, safety and accountability, dispute resolution, and applicable legal obligations. Our general retention targets are:

• General inquiriesUp to 12 months after the matter is resolved, unless continued contact or recordkeeping is reasonably needed.
• Unsuccessful or dormant applicationsUp to 18 months after the last meaningful activity so applicants may be considered for later openings.
• Active membersFor the duration of participation and generally up to three years afterward for operational continuity and accountability.
• Conduct and safety recordsGenerally up to three years after closure, or longer when reasonably necessary for safety, recurring behavior, disputes, or legal obligations.

Deletion from active records may not immediately remove residual copies from secure backups or records another provider must retain. Retention may also be shortened or extended when circumstances or law reasonably require it.

Element Esports does not knowingly collect personal information through this website from children under 13. A person under 13 should not submit an application, email personal information to Element Esports, or use an official reporting channel without a parent or legal guardian contacting us first.

Applicants ages 13–17 may apply only to the Creator Program or Academy/Development player pathway with guardian knowledge. They may not be accepted, onboarded, given member access, or represented as part of Element Esports until verified written permission is received from a parent or legal guardian. All staff, management, team-staff, established-team, and formal competition-roster positions are restricted to adults age 18 or older.

The complete eligibility, online-tournament, guardian-communication, and participation limits are stated in the Minor Participation Policy and Safeguarding Policy.

If we learn that personal information was submitted by a child under 13 without appropriate authorization, we will take reasonable steps to delete it. A parent or guardian may contact us using the address below.

Element Esports uses reasonable administrative and organizational measures intended to limit access to personal information and reduce unauthorized use, disclosure, alteration, or loss. Access should be restricted to people with a legitimate need, and account permissions should be removed when no longer required.

Organizational email is hosted through Proton Mail, which provides encrypted mailbox storage and other privacy and account-security features. End-to-end protection while a message is traveling depends on the sender, recipient, provider, and sending method; ordinary email from a non-Proton service should not automatically be treated as end-to-end encrypted.

No website, email system, provider, or transmission method is completely secure. You should avoid sending unnecessary sensitive information and use appropriate security on your own email, Discord, social, and other accounts. If we identify a qualifying data incident, we will evaluate and provide notice as required by applicable law.

Depending on where you live and the law that applies, you may have rights to request access to personal information, correct inaccurate information, request deletion, withdraw consent, object to certain processing, or receive information about disclosures.

You may also ask us to stop considering an application for future roles. We may need to verify your identity before completing a request, and some information may be retained when reasonably necessary for safety, legal obligations, disputes, or legitimate recordkeeping. We will not retaliate against anyone for making a good-faith privacy request.

Proton’s Privacy Policy applies to Proton’s processing of organizational email. Proton Mail is operated by Proton AG in Switzerland and maintains its own product-specific privacy and security information.

This website also links to services including ARMA, Rogue Energy, QGX Collective, Discord, YouTube, X, the Element Esports Brand Studio, and other external sites. Clicking a link may provide the destination service with ordinary request information and any information you choose to submit there.

Element Esports does not control those services’ data collection, security, retention, or privacy notices. Review the destination service’s terms and privacy policy before providing personal information or completing a purchase.

We may revise this policy as the website, application process, technology, or legal requirements change. The updated version will be posted on this page with a new “Last updated” date. Material changes may also be communicated through an appropriate organization channel when reasonably practical.

Email contact@elementesports.com with the subject “Privacy Policy Question” or “Privacy Rights Request.” Include enough information for us to identify the relevant communication or application, but do not send passwords, government identification, financial data, or unnecessary sensitive information.