Privacy policy
This policy explains which personal data XRcade collects when you use this website, request a quote or take part in an event, what we use it for and which rights you have.
Last updated: 17 August 2026
Who we are
The controller is Demolco BV, Meersemhof 12, 9050 Gent, company number BE 0654.775.041, trading under the name XRcade. The activity will shortly be transferred to a new company; this policy will be updated at that point. You can reach us at events@xrcade.be.
Which data we collect
Through the quote form: your name, company, email address, phone number, preferred date, number of participants, duration, choice of location and region, interest in catering or extra activities, budget indication, how you know us and your message. Through the partner form: your name, email address, phone number, the name of the company or organisation, the municipality and your message. In addition, the data you send us of your own accord by email or telephone, and the practical contact details needed to organise an event.
What we use it for and on which legal basis
Answering your request and drawing up a quote: necessary in order to take steps at your request before entering into a contract (art. 6.1.b GDPR). Carrying out and following up a booked event: performance of the contract. Invoicing and accounting: legal obligation (art. 6.1.c GDPR). Analysis of website use and images for promotion: only with your consent (art. 6.1.a GDPR). Preventing misuse of our forms: our legitimate interest in keeping the site workable (art. 6.1.f GDPR).
Cookies and storage on your device
Necessary storage keeps your language choice, your theme choice and your cookie choice itself. It is needed to make the site work and does not require consent. We only place analytical cookies after you give consent through the cookie notice; we use Google Analytics for this, to measure how the site is used. You can change your choice at any time through 'Cookie preferences' at the bottom of every page. Your choice is kept until you change it yourself.
Who we share data with
We do not sell your data and we do not use it for the purposes of third parties. We do call on service providers who process data on our instructions: Google (Firebase, for hosting the site and running the form, in the europe-west1 region, and Google Analytics when you accept analytical cookies), Microsoft 365 (your request arrives as an email in our mailbox), our accountant for invoicing, and Meta/WhatsApp when you take part in our announcement or event groups. Requests submitted through the forms are not stored in a database, they are only delivered by email.
Transfers outside the European Economic Area
Some of those service providers are established in the United States. Processing takes place on European servers where possible, and for transfers outside the EEA we rely on the standard data protection clauses of the European Commission and, where applicable, on the adequacy decision for the EU-US framework.
How long we keep data
Requests that do not lead to a booking: 24 months, so that we can place a later question in context. Contracts, invoices and accounting records: 10 years, as the law requires of us. Images: for as long as we use them and in any case no longer than until you withdraw your consent. Your cookie choice: until you change it yourself.
Your rights
You can ask for access to your data, have it corrected or erased, have the processing restricted, and request your data in a portable format. You can withdraw consent you have given at any time, without this affecting what happened before. We do not take decisions about you based solely on automated processing. Send your question to events@xrcade.be; we reply within one month. Objection to direct marketing: if you receive messages from us and no longer want them, you can stop this at any time by letting us know or through the unsubscribe link in the message. From that moment on we no longer use your data for promotion.
Photos and videos at events
During events we sometimes take atmospheric images of the group in action. We use these for our website and social media on the basis of our legitimate interest in showing what we do; we announce this in advance to the organiser and on site, and you can always object to it. If we want an image in which someone is clearly and recognisably at the centre, we ask that person for explicit consent in advance. For participants under 18 we ask a parent for consent. If you appear in an image you would rather not see published, we take it down on simple request.
Test sessions and WhatsApp
If you want to stay informed about our free test sessions, you can join a WhatsApp group. Please bear in mind that your phone number is then visible to Meta and to the other members of that group, and that the terms and the privacy policy of WhatsApp apply. You can leave the group at any time.
Security
The site runs entirely over a secure connection, the form is protected against automated misuse, and only the staff who follow up your request have access to the mailbox it arrives in.
Children
Our events are intended for participants aged 13 and over and we do not knowingly collect data from younger children.
Changes to this policy
We adjust this policy when our operations or the regulations change. The date at the bottom shows when that last happened.
Contact and complaints
If you have a question or you are not happy with how we handle your data, please let us know first at events@xrcade.be. You also always have the right to lodge a complaint with the Gegevensbeschermingsautoriteit (Belgian Data Protection Authority), Drukpersstraat 35, 1000 Brussel, contact@apd-gba.be, www.gegevensbeschermingsautoriteit.be.