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:
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.
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.
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 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: firstname.lastname@example.org
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Site last updated 15 Feb 2018 by Raphe Cuthbert