privacy policy

Table of Contents

Privacy Policy

Effective Date: 16th April 2025

This policy was last updated on: 16th April 2025

1. Introduction

This Privacy Policy describes how VRXtra (Ahavatec Limited) (“we”, “our”, or “us”) collects, uses, and protects personal data in connection with:

  • Our production services,
  • Our games (including any data collected in-game or via game
    services such as leaderboards), and
  • Our website: https://production.vrxtra.com/.

This policy does not apply to our leisure/consumer-facing business. For that, please refer to https://vrxtra.com/privacy-policy/.

By accessing our website, engaging with our services, or using our games, you agree to the terms of this Privacy Policy.

2. Information We Collect

2.1 Usage Data

We may collect data on how you interact with our website and services, including:

  • IP address
  • Browser and OS
  • Device type and technical specs
  • Pages visited; time spent
  • Referral source

This is collected for performance monitoring, analytics, and service improvement. Processing is based on our legitimate interest.

2.2 Account Data

When you contact us or create an account, we may collect:

  • Name, email address, phone number
  • Company name
  • Project information
  • Communication preferences

This is used for communication, contract performance, or legitimate interests.

2.3 Game & Leaderboard Data

When you play one of our games, we may collect:

  • Player-entered name, pseudonym, nickname, or gamertag
  • Game performance, scores, rankings
  • Date/time of gameplay

This data is collected to power online features like leaderboards and improve user experience. See also our End User Licence Agreement (EULA)
for more detail.

2.4 Enquiries and Communications

When you contact us via our contact form, email, or other communication methods, we collect personal information such as your name, contact details, and any comments or messages you provide. This information is processed to respond to your enquiry, provide customer support, and maintain records for correspondence purposes.

We may store and use the information provided for these purposes, but we will not retain it for longer than necessary. If you wish to have your data deleted or have any concerns, please contact us (see Section 13).

2.5 Transactional Data

If you enter into a paid service agreement with us, we may collect details necessary to process payments, such as invoice data or account references. Payment itself is handled via third-party providers.

2.6 Marketing and Notification Data

If you subscribe to updates, newsletters, or marketing communications, we will collect the information necessary to send those to you, including your communication preferences. You can unsubscribe at any time.

2.7 Legal, Risk, and Compliance

We may process personal data to manage risk, respond to legal requests, or fulfil obligations under applicable law.

2.8 Legal, Risk, and Compliance

When you create a user account for our games or services, we may collect
the following information:

  • Username: A name or handle chosen by you for your account, which may be used for identification purposes in the game or leaderboard.
  • Account-related data: Information related to your game progress, settings, and preferences.


Please note that while we may have access to your username and some game-related data, we do not store your password. Your password is securely handled by third-party services (e.g., game platforms or account management services), and we do not have direct access to or store your password.

This data is used to provide you with access to the game, manage your user profile, and ensure you have a personalised experience.

3. How We Use Your Information

Service Delivery and Communication

  • To respond to enquiries or client requests
  • To manage and deliver production projects
  • To send you service updates, agreements, or marketing (only where permitted)

Game-Related Processing

  • To maintain online features such as leaderboards or scoreboards
  • To monitor performance and balance gameplay
  • To ensure compliance with EULA or other game-related terms

Business Administration and Security

  • Site administration and analytics
  • Data backup, fraud prevention, and compliance
  • Risk and legal claim management

Account Management and Authentication

  • We use your username to identify and personalise your experience within the game, including tracking your progress, displaying scores or rankings, and allowing you to access your game settings.
  • Passwords are not stored or handled by us directly; instead, they are securely processed by third-party services (such as Steam or other game platforms).

4. Legal Bases for Processing

We rely on one or more of the following lawful bases:

  • Consent (where applicable)
  • Performance of a contract
  • Legal obligation
  • Legitimate interests (e.g. improving services, protecting systems)

5. Sharing Your Data

Within Our Group or Partners

  • With members of our company group or authorised partners as necessary

     

With Third-Party Providers

  • For hosting, analytics, and service delivery (e.g. payment processors or IT vendors)

     

With Game Distribution Platforms

  • If using a distribution or arcade platform (e.g. SpringboardVR, SynthesisVR), limited data may be shared according to their own privacy policies

     

Legal and Regulatory Disclosure

  • Where required to comply with legal obligations or to enforce agreements

     

6. Sharing Your Data

Some data may be transferred outside the UK or EEA. We ensure these are protected by safeguards such as:

  • Adequacy decisions
  • Standard contractual clauses approved by relevant authorities

7. Data Retention

We retain personal data only as long as necessary for:

  • The fulfilment of contractual or legal obligations
  • Support and communication needs
  • The proper administration of our games, projects, and services

     

When no longer required, data will be securely deleted or anonymised.

8. Your Rights

You have the following rights under data protection law:

  • Access: Request a copy of your personal data.
  • Rectification: Correct any inaccurate or incomplete data.
  • Erasure: Request deletion where appropriate.
  • Restriction: Ask us to limit how we process your data.
  • Objection: Object to processing based on legitimate interests.
  • Data Portability: Receive data in a structured, machine-readable format.
  • Withdraw Consent: If we rely on consent, you may withdraw it at any time.
  • Lodge a Complaint: With the UK’s Information Commissioner’s Office (ICO) or relevant authority.

     

To exercise your rights, please contact us (see Section 11).

9. Children’s Privacy

You have the following rights under data protection law:

  • Access: Request a copy of your personal data.
  • Rectification: Correct any inaccurate or incomplete data.
  • Erasure: Request deletion where appropriate.
  • Restriction: Ask us to limit how we process your data.
  • Objection: Object to processing based on legitimate interests.
  • Data Portability: Receive data in a structured, machine-readable format.
  • Withdraw Consent: If we rely on consent, you may withdraw it at any time.
  • Lodge a Complaint: With the UK’s Information Commissioner’s Office (ICO) or relevant authority.

     

To exercise your rights, please contact us (see Section 11).

10. Third-Party Sites, Services, and Tracking Technologies

Our games and production services may interact with or be accessed through third-party platforms, which may independently collect data under their own privacy policies. These platforms include, but are not limited to:

10.1 Third-Party Platforms

  • Meta Quest
  • Pico
  • Unity / Unity Game Services
  • Steam
  • SpringboardVR
  • SynthesisVR

We encourage you to review the privacy policies of these third-party platforms to understand how they collect and process your data. We are not responsible for the privacy practices of these platforms.

10.2 Use of UTM Links for Marketing and Tracking

To track the effectiveness of our marketing campaigns and measure user engagement, we may use UTM (Urchin Tracking Module) links when posting links to our Steam Store pages or other platforms. UTM parameters allow us to collect information such as:

  • Source: Where the user clicked the link from (e.g. social media, email).
  • Medium: The method of communication (e.g. paid advertisement, organic post).
  • Campaign Name: Specific promotions or marketing campaigns (e.g. “Summer Sale” or “New Game Launch”).

This data helps us assess how users interact with our content and improve our marketing strategies. Please note that the information collected through UTM links is aggregated and used solely for tracking purposes and is not linked to personally identifiable information. UTM tracking can identify the source of traffic and user engagement, but it does not track personal details about the user or link this data to specific individuals.

However, if you click on a link with UTM parameters, some of the data collected may be shared with third-party services (such as Steam, Google Analytics, or other analytics providers) as part of this process. For more information on how these third-party services handle your data, please review their respective privacy policies.

11. Cookies

We use cookies and similar tracking technologies to improve your experience with our website, services, and games. By using our website, engaging with our services, or playing our games, you consent to our use of cookies in accordance with this section.

11a. What Are Cookies?

Cookies are small text files that are placed on your device by a web server when you visit our website or interact with our services. They enable us to recognize your device and remember information about your preferences, enabling a more personalized experience.

11b. How We Use Cookies

We use cookies for the following purposes:

  • Authentication: To identify and authenticate you when you visit our website or log into our services.
  • Personalization: To store your preferences and personalize your experience with our website, games, and services.
  • Security: Essential for maintaining the security of user accounts, preventing fraudulent use of login credentials, and safeguarding our services.
  • Analysis: To analyse the performance and usage of our website, games, and services to help improve them.
  • Advertising: To display relevant advertisements to you (where applicable).
  • Consent Management: To store and manage your preferences regarding the use of cookies.

11c. Managing Cookies

You can control how cookies are used by adjusting the cookie preferences in your web browser settings. Most browsers allow you to refuse or delete cookies. Please note that blocking or deleting cookies may affect your ability to use certain features on our website or within our games.

For more information about cookies, how we use them, and how to manage them, please refer to our Cookie Policy & Settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page, and where appropriate, notified by email or in-game messages. We recommend you save this page as a favourite and periodically check the privacy policy for updates.

13. Contact Us

If you have questions or concerns about this privacy policy or your personal data, please reach out to us using the following email below: help@vrxtra.com

You may also contact our Data Protection Officer or EU Representative via this email.