Society for Creative Anachronism

West Dragonshire

GDPR Statement

Personal Data

What do we collect, and why?

Events (including practices, revels etc.)

In order to attend or register for an event, participants are asked to provide some details, which will vary by event but are likely to include:

  • Your Name and SCA Name – so we know who is coming and have a record of who was present

  • Contact details, usually phone numbers and email addresses – so we can provide further information about the event, including notifying you of any last-minute changes.

  • Whether you are a member of the SCA or an affiliate body of the SCA - in order for us to comply with society reporting of attendance

  • Any food allergies or other special dietary needs – for events where food is prepared

  • Any other information you provide to the event team e.g. physical limitations on bunk bed use

SCA Names may be publicly displayed showing who is expected to attend. The list of attendees by SCA name may be retained indefinitely.

After the event, data other than SCA name will be held for no more than 1 year (allowing us to comply with society reporting of attendance and insurance) after which it will be securely deleted.

Full information on event attendees is available to the core event team (event steward, deputy event steward, head cook or suitable deputy and registration steward) only. Limited information, excluding contact information, may also be made available to key on-the-day staff (such as *kitchen helpers*, volunteers at the registration desk) if required.

For practices and other single day events without advance registration a list of Names will be collected via a sign-in sheet to be retained by the shire for 1 year after which it will be securely deleted/destroyed.

Mailing Lists

At present the shire neither collects nor handles a mailing list of participants or interested persons. Information on membership of social media groups, e.g. the shire’s Facebook group is held by the social media provider, not the shire.

From time to time contact information may be collected at e.g. demos in order to send out information about the shire’s activities. This information will be collected via a form seeking consent to receive email about the group and upcoming shire activities.

Survey Data

The shire may from time to time survey participants regarding their interests. This information is used to help us to decide what events to organise.

Data Storage

Data will be collected in a shire-controlled account, not the personal account of any one officer/steward.

Sharing Information with Third Parties

Sign in sheets listing Names will be shared with SCA UK Ltd for insurance purposes.

We do not pass any other data to third parties, other than for cloud storage.

We may in future use event management or ticketing systems in order to collect event information. We will only use reputable providers with appropriate data protection policies.

Updating or deleting your details

For events, please contact the event registration steward if you need to update any details in the run up to an event.

Please contact the seneschal in order to request deletion of any of your details or request a copy of the data we currently hold on you, by emailing: seneschal@westdragonshire.org

This is the recognized website for the Shire of West Dragonshire of the Society for Creative Anachronism, Inc. and is maintained by Linnet de Covenham. This site may contain electronic versions of the group's governing documents. Any discrepancies between the electronic version of any information on this site and any printed version that is available from the originating office will be decided in favor of the printed version.  Copyright © 2018 West Dragonshire.  The original contributors retain the copyright of certain portions of this site. For information on using photographs, articles, or artwork from this website, please contact the web minister at webminister@westdragonshire.org. He will assist you in contacting the original creator of the piece. Please respect the legal rights of our contributors.

Site last updated 15 Feb 2018 by Raphe Cuthbert