Introduction & Legal Entity
Last updated: July 19, 2026
Welcome to the Privacy Policy for The Esports Cave. This website (the “Site”) and our physical gaming lounge services are owned and operated by Three Trails Gaming Cedar Park LLC, doing business as The Esports Cave (“we,” “us,” or “our”). We operate our physical PC gaming lounge inside Pinballz Lake Creek, located at 13729 Research Blvd, Austin, TX 78750.
We are committed to protecting the privacy of our visitors, players, and community members. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, register for events, or create a player profile at our physical service counter. By accessing our Site or utilizing our lounge services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.
Information We Collect
We collect information from you in two primary ways: digitally through our website and physically at our service counter.
A. Information Provided Digitally via Our Site
When you interact with our website, you may choose to provide us with personal data. This occurs through:
- Website Contact Forms: We collect your name, email address, and any personal information or details you choose to include in the body of your message.
- Mailing List Opt-Ins: If you subscribe to receive our updates, news, or promotional materials online, we collect your email address.
B. Information Provided Physically at Our Service Counter
To utilize our PC gaming lounge software, track play sessions, or participate in local tournaments, players must establish a local account profile at our physical service counter. During this account registration process, we collect:
- Required Profile Data: Account username, password, email address, first and last name, and date of birth.
- Optional Profile Data: You may voluntarily choose to provide your phone number and ZIP code to complete your profile.
C. Physical Likeness & Photography:
We capture photos and video recordings inside our physical lounge space. As disclosed by notices posted at our entrance, entry into the lounge constitutes consent to have your physical appearance recorded for potential community and marketing purposes.
How We Use Your Information
We use the personal information we collect for specific operational, community, and marketing purposes directly related to running our gaming lounge. Specifically, we use your information to:
Distribute Newsletter Communications: If you explicitly opt-in to our online mailing list, we utilize your email address to distribute operational updates, tournament calendars, and news via MailerLite.
Provide and Manage Lounge Infrastructure: We use your counter registration data (usernames, passwords, first/last names) to authorize station logins, manage local player profiles, track hourly play sessions, and safely manage rollover time balances.
Verify Eligibility: We utilize date of birth information strictly to enforce age-gated game access parameters and to ensure compliance with youth safety protocols and parental control systems.
Organize Tournaments & Leagues: We utilize usernames and gamertags to build brackets, compile leaderboards, and execute competitive local events.
Foster Local Community & Marketing: We may use player usernames, tournament placement records, and center photography to celebrate winner placements, promote event outcomes, and share community updates across our website and marketing channels.
Respond to Inquiries: We use information provided via website contact forms exclusively to reply to your questions, support requests, or booking inquiries.
Third-Party Data Sharing & Systems Integration
We do not sell, rent, or trade your personal information to outside data brokers or third parties for their independent marketing use. To run our digital and physical lounge services efficiently, we share specific categories of data with trusted service providers under strict data-handling terms:
Legal Disclosures: We may disclose collected information if required to do so by local, state, or federal law, or in the good-faith belief that such disclosure is absolutely necessary to comply with a judicial process, protect physical customer safety, or safeguard the rights of Three Trails Gaming Cedar Park LLC.
Lounge Management & Profiles: We share player counter registration data with ggLeap to securely maintain your local gaming lounge profile, handle local login authentications, track play duration, and log your rollover time ledger balances.
Payment Processing & Financial Data: All financial transactions performed at our counter or through digital pathways are managed securely via our third-party payment gateways, including Square and PayPal. We do not store credit card numbers, banking codes, or raw payment details on our local machines or servers; all financial processing complies with Payment Card Industry (PCI) data security protocols.
Email Marketing Infrastructure: When players or parents explicitly opt-in to our community newsletter via our website, email records are synchronized with MailerLite to securely handle mailing distributions.
Site Growth & Analytics: We implement Google Analytics on our Site to log automated website traffic patterns, visitor counts, and standard conversion markers. This platform processes anonymized data to help us optimize site performance and measure marketing growth.
Children’s Online Privacy Protection Act (COPPA) & Youth Safety
The Esports Cave caters to family gaming, birthday parties, and youth camps. Because we host players of all ages, we enforce strict front-counter operational controls to maintain absolute compliance with the Children’s Online Privacy Protection Act (COPPA).
Our website is an informational tool meant for adults, parents, and consenting players; we do not intentionally solicit or collect personal information from individuals under the age of 13 online.
For kids under the age of 13 who wish to utilize our local PC gaming lounge software, track play history, or save local time balances, account profiles must be created directly by a parent or legal guardian in person at our physical service counter. This approach provides us with verifiable parental consent directly at the point of registration.
Personal data collected under these profiles within ggLeap (including usernames, names, and birthdates) is utilized strictly to provide internal infrastructure functions—such as session tracking, station logins, age-appropriate content gating, and rollover time accounting. We do not knowingly add under-13 email addresses into our MailerLite marketing databases, nor do we distribute, cross-market, or share child profile metrics with outside companies.
Cookies and Automated Website Tracking
Our website uses standard browser cookies and technical logging tools to ensure infrastructure performance, stability, and growth analysis.
A. Core Cookies and Optimization Tools
We implement server optimization, security, and asset-delivery environments utilizing WP Rocket, Cloudflare, and BigScoots caching tools. These systems may process temporary network tags, automated session records, and localized IP mapping data exclusively to:
- Verify security firewall clearances and identify automated script risks.
- Remember device display preferences and cache heavy website media locally for fast page load performance.
- Optimize structural request delivery routes from our web servers to your personal browser window.
B. Analytical Optimization
We run Rank Math SEO and Google Analytics logging mechanisms. These platforms utilize persistent analytics identifiers (cookies) to record anonymized website interactions, such as click-through loops, unique user volume, time spent on individual landing pages, and geographic entry markers. This tracking processes strictly de-identified metadata used to analyze internal site growth and does not pull baseline personal identifiers from your device.
C. Outbound External Redirect Links
Our Site contains traditional hyperlinks routing directly to external community ecosystems (such as our Discord server, Facebook page, or Instagram profile). We do not host live embedded script widgets from these platforms on our pages. Clicking these links transfers your session to those respective external providers, where data collection boundaries fall exclusively under their specific corporate privacy frameworks. You can adjust your personal device browser preferences at any point to clear existing cookies or block persistent automated tracking files.
Data Retention and Deletion Rights
We retain your personal data only for as long as necessary to provide our gaming lounge infrastructure, manage tournament league records, and maintain transactional historical logs.
A. Right to Deletion & Account Closure
Players (and parents/legal guardians of players under 13) have the right to request the permanent deletion of their local lounge account and any associated personal data at any time. To request a permanent data wipe, you may contact our team directly at info@threetrailsgaming.com or submit a request to an authorized staff member in person at our physical service counter. Wiping your profile will permanently delete your login access, game progression logs, and registration history across our local systems.
B. Forfeiture of Account Balances
Please be advised that the permanent deletion of a player profile results in the immediate closure of that profile’s local financial ledger. Upon the execution of a permanent account deletion request, any outstanding rollover play hours, station time credits, or token balances are forfeited immediately and permanently.
C. Refund Policy
We do not typically offer refunds for hourly play sessions, day passes, tournament entry blocks, or unused rollover time packages. Any considerations regarding partial refunds, credit adjustments, or session transfers are evaluated solely on a case-by-case basis and remain at the absolute operational discretion of the management team of Three Trails Gaming Cedar Park LLC.
Contact Information
If you have any questions, legal concerns, or deletion inquiries regarding this Privacy Policy or our operational data-handling practices, please reach out to us using the direct communication paths below:
At Our Counter Path: You may visit our staff in person inside Pinballz Lake Creek located at 13729 Research Blvd, Austin, TX 78750.
By Email: info@threetrailsgaming.com