Feedback, Complaints and Concerns

This Privacy Policy details how we collect, use and disclose personal information. This Privacy Policy has been drafted to comply with UK legal standards and will be modified as necessary to meet new legislation. Robert Picken is a data controller.

Our contact details

Name: Robert Picken E-mail: [email protected]

Personal information

According to the EU-GDPR (EU General Data Protection Regulation) and Data Protection Act 2018 (UK equivalent legislation), personal information means any information relating to an identifiable person who can be directly or indirectly identified, in particular by reference to an identifier. This includes (but is not limited to) names, addresses, unique identification numbers, location data or online identifiers.

There is an additional category of personal information relating to sensitive personal data, which includes information relating to (but not limited to) criminal convictions, religion or faith, or medical conditions. We may collect or record this in the course of investigations or complaints if required, but we will not collect such data generally.

The type of personal information we collect

We collect and process personal information concerning customers and volunteer staff. We do so under the lawful basis of legitimate interest, which includes:

Processing orders for customer bookings
Production of ID cards

We also collect and process sensitive personal information about medical conditions in order to facilitate assistance if required during our events. This information is categorised and only accessible to appropriate personnel, such as:

Medical staff during a medical situation
Administrative staff when producing ID cards

We share personal information only if necessary during an incident at an event, and this will only occur in an emergency medical situation.

We do not collect any personal information through the operation or use of our website, such as analytics data.

How we store personal information

Personal information is securely stored on our private internal IT systems. This information is stored while a person is a customer of Wyld West LARP and is purged on request from the customer.

Data protection rights if we hold your personal information

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to correct information you think is inaccurate or incomplete.
Your right to erasure / to be forgotten – You have the right to ask us to delete your personal information in certain circumstances.
Your right to restrict processing – You can ask us to restrict processing in certain cases.
Your right to object to processing – You can object to processing in specific circumstances.
Your right to data portability – You can ask us to transfer the information you gave us to another organisation or to you, in certain situations.

You are not required to pay any charge for exercising your rights unless a request is deemed spurious or excessive. If you make a request, we will endeavour to fulfil it within 30 days. You will be notified if more time is needed.

Please contact us using the details above if you wish to make a request or if you have any concerns about our use of your personal information.

Complaints

If you are unhappy with how we have used your data, you can also complain to the Information Commissioner’s Office:

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk

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