Privacy Policy
Effective and last updated: 25 August 2026 · Version 2026-08-25
This Privacy Policy explains what personal data TomatoMC processes, why, with whom it may be shared, how long it is kept and the choices available to you under the EU General Data Protection Regulation (GDPR/AVG).
1. Controller and contact
The controller is TomatoMC, based in the Netherlands. For privacy requests, use the Support Center.
2. Data we process
- Account and profile: username, email address, password hash, display name, Minecraft name and optional bio, avatar URL, website, Discord name, location, timezone, languages, pronouns, interests and play style.
- Verification and security: Minecraft UUID/platform, Discord user ID, verification status and codes, encrypted two-factor secret, hashed recovery codes, password-reset records, login attempts, IP addresses, timestamps, session data and security/audit logs.
- Store and purchase records: TomatoMC order reference, website account, verified Minecraft name/UUID/platform snapshot, selected package names and quantities, basket and transaction references, currency, totals, purchase/subscription/refund/dispute status and limited signed-webhook metadata. Payment-card and bank-account details are entered directly in Tebex checkout and are not received or stored by TomatoMC.
- Community content: forum topics and posts, support tickets, messages and attachments, and staff-chat content where applicable.
- Staff applications: answers such as age, contact details, timezone, language, availability, Minecraft experience, prior staff experience, references, scenarios, identity snapshot, review messages, status and internal review notes.
- Creator applications: creator/channel identity, public channel and content links, audience size and aggregated demographics, engagement and publishing figures, analytics evidence descriptions, partnership history and references, reputation disclosures, promotion proposals, review messages, status and internal review notes.
- Technical data: requested pages, browser/device and network information made available in ordinary HTTP requests, Cloudflare security data and error/server logs.
3. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Create accounts, authenticate users, provide forums, support, verification and game-connected features. | Performance of our agreement with you. |
| Create a checkout for the verified player, record payment status, deliver digital entitlements, support purchases and handle renewals, refunds or disputes. | Performance of the purchase agreement and compliance with tax, accounting and consumer-law duties; fraud prevention and legal claims are also legitimate interests. |
| Protect accounts and infrastructure, prevent cheating, spam, fraud and abuse, enforce rules and keep audit records. | Our legitimate interests in operating a safe and reliable community. |
| Review voluntary staff applications and communicate with applicants. | Steps requested by you before a possible volunteer arrangement and our legitimate interests in selecting a suitable team. |
| Review Creator Program applications, verify public reach and reputation, negotiate participation and administer creator benefits. | Steps requested by you before a possible partnership and our legitimate interests in selecting suitable promotional partners and protecting the community. |
| Store optional profile information or perform an optional action that specifically asks for consent. | Your consent, where consent is the stated basis; you may withdraw it prospectively. |
| Respond to lawful requests, preserve evidence and comply with duties. | Legal obligation and, where relevant, legitimate interests in legal claims. |
4. Where data comes from
Most data comes directly from you. Verification data also comes from or is checked against the Minecraft and Discord identities you choose to connect. Tebex sends signed payment, subscription, refund and dispute status events for checkouts you start. Security and technical data is generated when you use the site, network or connected services. Staff may add moderation, support and review records.
5. Who receives data
Access is limited according to role and need. Public profile fields and forum content are visible publicly. Authorised staff can access the private areas needed for support, moderation, security, application review and purchase support. Infrastructure and service providers may process limited data for us, including our hosting environment, Cloudflare for network delivery and security, an email provider when configured, and Discord or Minecraft-related services when you use those integrations. Tebex receives the verified player name, customer IP address, selected packages and checkout data and acts as merchant of record for payment, taxes, fraud checks, refunds and related support under its own notices and checkout terms. The official Tebex server plugin receives the delivery queue needed to apply or revoke purchased entitlements. External voting sites process data under their own policies after you follow their links. We do not sell personal data.
6. International transfers
Some providers may process data outside the European Economic Area. Where EU data-protection law requires safeguards, we rely on an applicable adequacy decision or contractual or other lawful safeguards supplied by the provider. You may ask us for information about the safeguard relevant to your data.
7. Public content and external media
Anything placed in a public forum or public profile may be indexed, quoted or copied by others. Avatars, Minecraft heads, store product images and other external media can be fetched from third-party hosts, which may receive your IP address and browser information. Store images are requested without a page referrer where the browser supports that protection. Avoid placing private information in public fields. Ticket and application content is not public, but authorised staff can read it.
8. Retention
- Account and verification data is kept while the account is active and then deleted or anonymised after a valid deletion request, except where a limited record is still needed.
- Purchase, transaction, refund and accounting records are normally kept for the legally required administration period, which can be up to seven years in the Netherlands. Basket capabilities are encrypted and are not displayed; signed-webhook records retain only limited identifiers, hashes, statuses and timestamps.
- Expired password-reset tokens are invalid after 60 minutes and are removed during housekeeping.
- Login-attempt and routine security logs are normally retained for up to 12 months; moderation and audit records normally for up to 24 months after their last operational need.
- Closed support tickets and attachments are normally retained for up to 24 months.
- Rejected or withdrawn staff and creator applications are normally retained for up to 12 months; accepted applications may be retained during the staff or creator relationship and up to 24 months afterward.
- Public forum content may remain to preserve conversations. When an account is deleted it may be anonymised unless erasure of the content is required.
We may keep a limited item longer when reasonably necessary for an active dispute, safety investigation, abuse prevention, backup cycle or legal obligation. We delete or anonymise it when that need ends.
9. Your rights
Depending on the circumstances, you may request access, correction, deletion, restriction, portability, or object to processing based on legitimate interests. You may withdraw consent without affecting earlier lawful processing. Submit a request through Support. We may verify your identity and normally respond within one month. Rights are not absolute; if we refuse or limit a request, we will explain why.
10. Complaints
Please contact us first so we can investigate. You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens, or another competent EEA authority.
11. Younger users
TomatoMC is a general community service and is not designed to collect unnecessary data about children. Users under 16 should involve a parent or guardian. Where processing relies on consent for an online service offered directly to a child, parental authorisation may be required under applicable law. Parents or guardians can contact us about a younger user's information.
12. Security
We use measures appropriate to the risks, including access controls, password hashing, protected and remembered sessions, optional or rank-required two-factor authentication, network filtering, encrypted storage for authentication secrets, logging and restricted administrative tools. Private messages are visible only to their participants and authorised system operators where legally or operationally necessary. No online system can be guaranteed completely secure. Please report suspected compromise privately through Support.
13. Automated decisions
Security controls may automatically rate-limit or flag activity, but TomatoMC does not currently make solely automated decisions that produce legal or similarly significant effects. Material moderation and staff-application decisions are made or reviewable by authorised people.
14. Required and optional data
Account credentials and data marked required are needed to provide the relevant service. If you do not provide them, that feature may be unavailable. Optional profile fields can be left blank or removed. Staff applications are voluntary, but required questions are needed to assess an application.
15. Policy changes
We update this notice when processing, providers or law changes. The effective date and version appear above. Material changes will be announced through the website or account notice where practical.