Personal Data Policy
To comply with General Data Protection Regulations (GDPR) guidelines, this policy will outline what personal data we collect, why we collect it, and how we will look after it.
What information do we collect from you?
We collect information about you when you join the society, attend games, or register for an event. We also collect information related to member safety. Website usage information is collected using cookies.
How will we collect your information?
We will collect data directly from you (for example from your membership application, attendance at a game, or booking to attend an event.)
The society operates a number of mailing lists and social media groups for the purposes of marketing our games. You may choose to join or leave these groups at any time. These are operated using third party systems, which will have their own privacy policies.
What will we do with your information?
The Society Committee will have access to your name and email address for the purpose of membership records. The Events Coordinator will ask for additional information for the purpose of registering for an event to ensure you can access the event and any associated amenities such as catering. You will be asked for consent for any additional information requested for a specific event. The Society runs games spanning several years. We will retain emails about games and character activities, including approvals, downtimes and other queries, until the end of the game’s chronicle.
We will normally delete information about you two years after your membership has expired. However, if you have left the society and would like us to remove your data sooner, you can contact the Society Committee at firstname.lastname@example.org to request deletion of your information. Your information will not be deleted if retention is considered important for protecting the safety of members.
Data held by third parties (e.g. if you have paid for an event or membership using PayPal or bank transfer) are covered by your agreements with those third parties, and you should contact them directly to request deletion. We will not sell, provide or supply personal data to third parties for commercial purposes or for financial gain.
It is important to us that members and non-members attending games feel safe.
We will retain indefinitely the name(s), pseudonym(s) and email address of any member banned from the Society following breaches of our wellbeing or conduct policy. We will also retain records of the disciplinary process and any relevant supporting information if necessary to protect member safety. In cases where member safety is not at risk, we will record a brief reason for retaining information about the banned member, e.g. “Banned until 2023 for repeated minor and severe bad sportsmanship (misrepresentation)”, rather than retaining detailed records.
We will record and retain the same details (if known) for any person refused membership or admission to games on the grounds of member safety. We will also retain records of the decision and any relevant supporting information.
We will review records held for the purposes of member safety on a regular basis.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.