This privacy notice explains how we use any personal information we collect about you when you use this website, join the society or attend our games.
Last updated May 2018
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.
The President, Secretary and Web Team have access to your Name, Pseudonym and Email Address on an ongoing basis. They may share your name and pseudonym with volunteers or members for the purposes of member safety.
Domain Coordinators access your Name when recording attendance at games.
The Events Coordinator has access to your name and email address if you register for an event.
The Events Coordinator will ask for additional information 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.
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 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.
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 Management 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 may not be able to delete data (e.g. photographs) if you have previously permitted them to be shared outside society channels (e.g. on social media), or if you have permitted the data to be published (e.g. in meeting minutes or newsletters). We will do our best to remove content from our own channels.
From time to time we may ask for explicit consent to retain additional specific information for longer than the two years after your membership has expired, such as when your likeness has been used in Marketing materials.
Please contact the Management Committee at email@example.com if you would like to retract this consent and have the data removed.
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.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email the Management Committee at firstname.lastname@example.org. We will supply the information electronically.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
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.
Please contact the Management Committee at email@example.com if you have any questions about our privacy notice or information we hold about you.