Club
Privacy Policy

Hobbits Hole Roleplaying Club customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Email: info@hobbitshole.co.uk

What information we collect, use, and why

We collect or use the following personal information in order to communicate with members of the club and people who choose to be on the waiting list:

For Members:

Names and contact details

This information is used on our working spreadsheet that is kept securely with only committee members having access.

Emergency contact details
First part of your postcode
Information about interests
Records of consent, where appropriate
Signature

This information is kept securely and is encrypted and only accessed if necessary.

For the waiting list:

First name and email address and/or Discord handle

This information is securely kept on our working spreadsheet with only committee members having access.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information is to be able to communicate with members of the club and people who choose to be on the waiting list:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you or our organisation, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We use the information to communicate with members about the current Roleplaying games being played, about upcoming games that they can sign up to and also for social events and surveys about what the club might do in the future. We also store basic contact info (first name, email address and/or Discord handle) for people on the waiting lists we store first name and contact details so we can contact them when a space in a game becomes available and also to let them know when we have public events coming up such as our activity days.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you

How long we keep information

We keep the information you provide us with for as long as it is necessary. If you cease your membership then any data we hold on you that you provided for us (Name, contact details, emergency contact, first part of your postcode and signature giving consent) will be deleted within one month.

If you are on the waiting list then we will contact you when available places become available, if we receive no response then we will send a follow up email asking if you would still like to be on the waiting list. If

no response to this message is received then after 2 months your data and place on the waiting list will be deleted.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with:

Publicly on our website, social media or other marketing and information media. We put up lists containing the first name of players and the Roleplaying game they are playing for the current or next rotation. Photos of games being played including the players playing them may be posted on our website and Discord server. Please let us know via our contact information above if you do not want to be in any photos or would rather use an alias.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.