TheFan.Zone
Privacy notice
Who is responsible
TheFan.Zone issues this notice for thefan.zone on thefan.zone. TheFan.Zone provides the underlying platform. A portal's organiser is responsible for its own campaigns, fan communications and use of participant information; the platform operator also handles account security and operation of the shared service. Contact privacy@thefan.zone for questions or to identify the organisation responsible for a particular use.
Information we receive
We receive the information you provide when creating an account, joining a portal, taking part in a campaign, answering questions, claiming a reward or contacting an organiser. This can include your name, email address, account credentials, memberships, entries, answers, results, claim details and notification preferences. Passwords are stored as hashes, not as readable passwords. A prize claim may require delivery or other fulfilment details relevant to that reward.
The service also keeps operational records such as dates and times, account and campaign identifiers, entry sources, security and administration activity, and email delivery status. Hosting and security systems may process technical connection information, including IP addresses. Only provide information relevant to the service or requested campaign.
Why information is used
Information is used to create and secure accounts, manage portal membership, apply campaign rules and play limits, process entries and results, administer and deliver rewards, respond to enquiries and maintain reliable records. Depending on the activity and applicable law, the basis may be performance of the service you request, compliance with a legal obligation, or legitimate interests in security, fair participation and service administration, balanced against your rights.
Optional promotional messages depend on the relevant notification choice and applicable marketing rules. Where consent is the basis, you can withdraw it without affecting earlier lawful use. Security, password-reset and service messages are distinct from optional promotions. If a survey or campaign needs additional information for a new purpose, its organiser should explain that purpose and the applicable basis when collecting it.
Who receives information
Authorised portal staff can access information needed to administer their portal and campaigns. Platform administrators and service providers may process information needed for hosting, security, email delivery, support and prize fulfilment. A reward supplier receives only the details needed for its role. Information may also be disclosed where required by law or reasonably necessary to address fraud, security incidents or legal claims.
Service-provider locations and international transfer arrangements depend on the hosting, email and fulfilment services selected. Contact privacy@thefan.zone for the arrangements relevant to your information, including any applicable transfer safeguards.
How long information is kept
Retention depends on the purpose. Account and membership information is retained while needed to provide the service; entry and prize records while needed to operate the campaign, fulfil rewards and resolve disputes; and security, administration and delivery records while needed for their operational or legal purpose. Applicable legal requirements, unresolved claims and backup recovery cycles can affect these periods. Contact privacy@thefan.zone for the schedule applying to a particular record or to request deletion. A deletion request does not automatically override a lawful retention obligation.
Cookies
The platform uses essential first-party cookies for sign-in, secure forms and remembering your cookie acknowledgement. The platform itself does not add analytics or advertising scripts. The Cookie settings page describes its cookies and their duration and lets you clear the saved acknowledgement. Essential cookies are used to provide the requested service and remain active. Acknowledging them does not subscribe you to marketing or load optional videos.
Posts may contain optional YouTube or Vimeo videos. Their players remain unloaded until you choose to load a video. Loading connects to the provider, which receives network and viewing information and may use cookies under its own policies. YouTube uses its privacy-enhanced player and Vimeo uses its Do Not Track setting. These settings do not prevent all data processing by the provider. Close video removes the player but does not delete cookies the provider has already set. The loading choice is not remembered across pages. The platform fetches and caches thumbnail images; visitors receive these images from the platform rather than contacting the video provider for the thumbnail.
Your choices and rights
Depending on applicable law and the basis for processing, you may request access, correction, deletion, restriction or a portable copy of your information, and may object to certain uses or withdraw consent. Contact privacy@thefan.zone, identify the relevant portal and describe your request. We may need proportionate information to verify your identity. You can also complain to the relevant data protection authority; in the UK this is the Information Commissioner's Office at https://ico.org.uk/.
Providing the information required for an account, entry or prize claim is necessary to carry out that request. If you choose not to provide it, the relevant feature may be unavailable. Campaign software applies the published participation and reward rules automatically; contact the organiser if you believe a result or restriction needs review.
Children and updates
Age requirements depend on the campaign and location. Organisers should provide any additional child-friendly information and permissions required for their audience. Contact us about information submitted by a child who is not eligible to participate. We will update this notice when the service or its processing changes. Saved updates display their date above.