Privacy Policy

Scope: This Privacy Policy explains how VaultNine Gaming handles personal information in connection with VaultNineGaming.ca, The Undead Ages ("TUA"), player support, community/game functions and other VaultNine Gaming services that link to this Policy.

1. Scope and operator

VAULTNINE GAMING, a sole proprietorship registered in Ontario, Canada, is responsible for deciding how personal information is handled for the Services it operates, except where a third-party platform or provider independently controls its own processing. Our principal place of business is 115 Ballycanoe Rd, Mallorytown, Ontario, K0E 1R0, Canada.

Privacy requests may be sent to vaultninegaming@gmail.com.

2. Information we may collect

The categories depend on which features are active and how you use the Services.

Information you provide directly

player/display name, contact information, profile selections and information submitted during Account setup, verification or recovery;
messages, chat, Alliance/community content, reports, feedback and other UGC you choose to submit;
support communications, screenshots, attachments and information you provide to diagnose a problem or verify Account ownership;
information submitted for an event, survey, promotion or testing program if we offer one;
parent/guardian contact or consent information where required for a minor.

Game and account information generated through use

Account/player identifiers, progression, inventories, Virtual Currency, Virtual Items, heroes, troops, buildings, research, missions, Stronghold state, Frontier/Dominion activity, Alliance membership, rankings, mail, rewards, settings and related gameplay/service records;
multiplayer and social activity needed to operate Alliances, chat, reports, moderation, support and other online features;
purchase/entitlement records, product identifiers, transaction status and receipt-validation information received from an authorized storefront or payment service.

Technical information

device type, operating system, app/client version, language, platform, approximate network information, server connection data and technical identifiers reasonably needed to operate or secure the Service;
crash, error, performance and diagnostic information where diagnostic collection is enabled;
website/server logs such as IP address, browser type, requested page and timestamp, which may be processed by our hosting provider or infrastructure.

We do not intentionally request sensitive categories such as health information, political/religious beliefs or precise location for ordinary TUA gameplay. If a future feature requires sensitive information, we will provide appropriate notice and obtain consent or another lawful basis where required.

3. How we collect information

We may collect information:

directly from you when you create/use an Account, contact support, submit UGC, participate in testing or otherwise communicate with us;
automatically through the Service when gameplay, security, diagnostics, server logs or technical functions generate records;
from authorized third parties such as Apple, Google, Steam or another supported platform when they provide sign-in identifiers, purchase confirmation, entitlement status or other information needed to provide the Service.

We do not claim to collect categories from third-party services unless the relevant integration is actually enabled.

4. How we use information

provide, operate, synchronize, restore and support the Services;
save progression, Account state and game settings;
deliver and validate legitimate purchases, rewards and entitlements;
operate multiplayer, Alliances, chat, mail, rankings, moderation and other social/gameplay systems;
authenticate Accounts and assist with recovery or ownership disputes;
detect cheating, abuse, suspicious transactions, security incidents and fraud;
moderate UGC and enforce game/community rules where moderation features are enabled;
diagnose crashes, errors and performance problems and improve game stability;
respond to support requests, complaints, reports and privacy requests;
send essential Service, security, legal or policy notices;
comply with law and protect the rights, safety and integrity of players, VaultNine Gaming and others;
develop and improve features using information that is reasonably necessary for that purpose.

5. Legal bases and consent

Where a legal basis is required, processing may rely on performance of a contract or steps requested by you; compliance with legal obligations; your consent; or legitimate interests such as security, fraud prevention, Service operation, support and product improvement, balanced against applicable privacy rights. Where consent is the required basis, you may withdraw it, subject to lawful limitations and consequences for features that require the information.

6. Cookies, server logs and similar technologies

At the date of this Policy, VaultNineGaming.ca is a largely static public website and does not intentionally include third-party behavioral advertising trackers in its own page code. Our hosting/network providers may process standard server logs and technically necessary infrastructure data.

If we later add analytics, advertising, personalization cookies, pixels or comparable tracking technologies, we will update this Policy and provide any consent/opt-out controls required by applicable law.

We may disclose information only as reasonably necessary to:

hosting, cloud, database, security, customer-support, crash/diagnostic or other service providers acting for us;
app stores, platform operators, payment processors or distributors involved in authentication, purchases, refunds, distribution or entitlement validation;
professional advisers such as accountants, insurers or lawyers where reasonably necessary;
law enforcement, regulators, courts or other authorities when required or permitted by law;
protect users, investigate suspected fraud/abuse, enforce agreements or address security/safety threats;
complete a lawful merger, financing, acquisition, reorganization or sale/transfer of all or part of the relevant business, subject to applicable protections.

Current position: VaultNine Gaming does not sell personal information to data brokers or advertisers and does not currently share personal information for cross-context behavioural advertising. If that practice changes, this Policy and required choices/notices will be updated first.

TUA may include public or semi-public features such as player names, profiles, rankings, Alliances, Alliance roles, chat, messages or other shared gameplay information. Information you post in public areas may be visible to other users. Do not post real-world personal information that you do not want other users to see.

Third-party communities such as Discord are governed by their own privacy practices when you use them. Information you post there may be controlled by that platform as well as visible to community participants.

9. Moderation, anti-fraud and safety

Where enabled, we may review relevant chat, UGC, abuse reports, Account events, transaction records and technical logs to enforce rules, address safety concerns, prevent fraud and protect the Service. Review may be performed by authorized staff, automated filters/systems or both.

We may preserve evidence relating to serious abuse, fraud, security incidents or illegal activity and may disclose information to competent authorities when legally required or otherwise lawfully permitted to address an urgent risk. We do not promise that all user content is reviewed before it appears.

10. International processing and transfers

VaultNine Gaming and service providers may process information in Canada, the United States or other countries where the relevant infrastructure/providers operate. Privacy laws may differ between countries. Where applicable law requires specific safeguards for an international transfer, we will use an appropriate lawful mechanism.

We will update this section when final production hosting, analytics, support and other material processors are selected so the public policy accurately reflects the production stack.

11. Data retention

We keep personal information only as long as reasonably necessary for the purposes for which it was collected and for legitimate/legal needs such as Account operation, security, fraud prevention, transaction/accounting records, dispute resolution, enforcement and regulatory obligations.

Active Account/game records may be retained while the Account remains active and for a reasonable period afterward.
Purchase/transaction records may be retained for required tax, accounting, anti-fraud and legal periods.
Support/moderation/security records may be retained while reasonably needed to resolve issues, enforce rules or protect the Service.
Backups may retain deleted information for a limited period before routine expiration/rotation.

We may de-identify or aggregate information where appropriate; information that can no longer reasonably identify an individual may be retained for analytics, security or development purposes where lawful.

12. Security

We use reasonable administrative, technical and organizational safeguards appropriate to the nature of the information and the Service. Measures may include access controls, limited staff/provider access, secure transport, Account verification, transaction validation, logging, backup and other security practices as systems mature.

No online service can guarantee absolute security. Players should protect Account credentials, secure their devices and avoid sharing sensitive information in public game/community channels.

13. Children and younger players

TUA is not designed to knowingly collect personal information from a child in violation of applicable child-privacy law. The age at which a person may consent to data processing or enter agreements varies by jurisdiction. Where parental consent or authorization is legally required, a younger user should use the Service only with appropriate parent/guardian involvement.

If we learn that personal information from a child was collected in circumstances requiring consent that was not obtained, we will take reasonable steps to delete/restrict the information or obtain appropriate authorization as required by law. A parent or guardian may contact us regarding a child's information.

The final public age wording should be aligned with TUA's final ESRB/IARC/app-store age ratings and launch regions before release.

14. Your privacy rights

Depending on where you live and which privacy law applies, you may have rights to:

request access to or a copy of personal information we hold about you;
request correction of inaccurate information;
request deletion, subject to legal/security/transaction exceptions;
withdraw consent where processing relies on consent;
object to or request restriction of certain processing;
receive certain data in a portable format where required;
opt out of certain marketing, targeted advertising, sale or sharing where those rights apply;
request information about relevant automated decision-making where applicable law provides such a right;
complain to an appropriate privacy/data-protection regulator.

We may need to verify your identity and Account ownership before fulfilling a request. Rights are not absolute and legal exceptions may apply.

15. Additional information for users in Canada

If Canadian privacy law applies, you may have rights to meaningful information about our handling of personal information, access and correction, and withdrawal of consent subject to lawful limitations. You may also have the right to complain to the federal or applicable provincial privacy regulator. We will handle requests in accordance with the law that applies to the relevant activity and location.

16. Additional information for EEA and UK users

Where the GDPR or UK GDPR applies, you may have rights including access, rectification, erasure, restriction, portability, objection and withdrawal of consent, plus the right to complain to a supervisory authority. International transfers will use an applicable adequacy mechanism, contractual safeguard or other lawful basis where required.

If VaultNine Gaming becomes legally required to appoint an EU or UK representative or data-protection officer, the applicable contact details will be published here. This draft does not claim that an appointment has been made.

17. Additional information for U.S. users

Some U.S. state privacy laws provide rights such as access/know, correction, deletion, portability and opt-out rights for certain sales, sharing, targeted advertising or profiling. Those statutes contain applicability thresholds and exceptions. Where a law applies to VaultNine Gaming, we will honor the rights it requires.

VaultNine Gaming does not currently sell personal information to data brokers or advertisers or share it for cross-context behavioural advertising. Requests may be sent to the privacy contact below.

18. Marketing, notifications and preferences

We may send essential Service communications such as security, Account, purchase-delivery, support, maintenance or policy notices where reasonably necessary. Promotional email, push notifications or personalized marketing will be used only where permitted and with the choices/consent required by applicable law and platform rules.

You may be able to disable optional push notifications in the game, device or platform settings. Unsubscribing from marketing does not prevent essential Service communications.

19. Third-party platforms and links

Apple, Google, Steam, Discord, social networks, app stores, payment providers and other linked/integrated services operate under their own privacy policies. VaultNine Gaming does not control their independent processing. Review the applicable third-party policy before submitting information to that service.

20. Account and data deletion requests

You may request Account/personal-data deletion by emailing vaultninegaming@gmail.com. We may require reasonable identity/Account verification. Deletion may result in permanent loss of game progress, Virtual Items, Virtual Currency and other Account entitlements.

We may retain limited records where required or permitted for taxes/accounting, fraud/security, legal claims, lawful investigations, transaction integrity or compliance. Where possible, remaining data may be de-identified instead of retained in identifiable form.

21. Contact

Privacy questions and requests:
VAULTNINE GAMING
115 Ballycanoe Rd, Mallorytown, Ontario, K0E 1R0, Canada
Email: vaultninegaming@gmail.com
Website: vaultninegaming.ca

22. Changes to this Policy

We may update this Policy as VaultNine Gaming, TUA, our technology/providers or legal obligations change. The last-updated date appears at the top. Material changes may also be communicated in-game or through another appropriate channel, and consent will be requested where required by law.