Privacy Policy

This Privacy Policy outlines how we collect, use, and disclose personal information. It is drafted to comply with UK legal standards and may be updated to reflect new legislation.

The designated data controller for Wyld West LARP is:

Name: Robert Picken
Email: [email protected]

What is Personal Information?

According to the EU General Data Protection Regulation (EU-GDPR) and the UK Data Protection Act 2018, personal information means any data relating to an identifiable person. This includes, but is not limited to:

Name
Address
Unique identification number
Location data
Online identifiers

Additionally, sensitive personal data refers to specific categories of personal information such as:

Criminal convictions
Religious or faith-based information
Medical conditions

Wyld West LARP may collect or record such sensitive data if necessary during investigations or complaints, but we do not collect this information generally.

What Personal Information Do We Collect?

We collect and process personal data about customers and volunteer staff under the lawful basis of legitimate interest. This includes:

Booking and order processing for events
Production of ID cards

We may also collect sensitive medical information solely to provide appropriate support at events. This data is:

Categorised and stored securely
Only accessible to appropriate personnel (e.g. first aiders or admin staff producing ID cards)

We do not share personal information unless required in an emergency medical situation.

Note: We do not collect personal data through the use of our website (e.g. analytics or cookies).

How Is Personal Information Stored?

All personal information is securely stored on our internal private IT systems. It is retained while the individual is a customer of Wyld West LARP and will be purged upon request.

Your Data Protection Rights

Under data protection law, you have the right to:

Access – Request copies of your personal information.
Rectification – Request corrections or completion of inaccurate or incomplete data.
Erasure – Request deletion of your data in certain circumstances (also known as the "right to be forgotten").
Restriction of processing – Request limits on how we use your data in certain circumstances.
Object to processing – Object to how your data is processed in certain situations.
Data portability – Request a copy of your personal data to be sent to another organisation or to yourself.

There is no fee for making a request, unless the request is deemed excessive or spurious.

We aim to respond to all requests within 30 days. You will be informed if we anticipate any delays beyond this period.

To exercise any of your rights or to raise a concern about how we use your personal information, please contact us via the email address listed above.

Complaints

If you are dissatisfied with how we have handled your personal information, you may also contact the Information Commissioner’s Office (ICO):

Address:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk

All policies are living documents and may be updated. Last reviewed: 06/08/2025.