Who we are

Our website address is: https://knowyourrole.co.uk.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

Data Protection Policy

We may ask for your personal details as part of our booking process or when you sign up to volunteer with us. Information that we request may include such things as:

• Name
• Contact information
• Emergency contacts
• Dietary requirements, allergies and sensitivities
• Specific accessibility needs
• Medical information that would be relevant to first aiders

We collect and process this personal information under the lawful basis of legitimate interest. Personal information is stored on secure cloud-based servers. In case of a security breach, we will inform you.

We will use this information in the following manner:

• Processing bookings.
• Fire registers and other site-specific insurance and safety purposes.
• Legal or safeguarding obligations, as previously outlined.
• Medical information will be made available to first aiders in the event of a medical emergency.
• For catered events, dietary requirements and allergy information will be shared with catering staff.
• Facilitate assistance during events and make our events more accessible.

We will not otherwise share your details with other organizations without your consent. Unless a significant safety risk to others is present (for example if we have to ban someone and take action following an incident involving a crime), in which case this information may be shared with other LARP organizers to help safeguard the hobby. 

We will not retain your information for more than 1 year following an event, at which point it will be destroyed, unless you request otherwise. You may at any time request a copy of any and all information that we hold on you, or ask that that information be amended or deleted.

We reserve the right to retain information about any incidents in which you break our code of conduct. This information will be kept separate from any other personal information, and will be accessible only to KYR’s permanent staff. You may likewise request a copy of any information that we hold in this regard. You may request that we delete such information, however if you do so we reserve the right to cancel any current or future bookings that you may hold.

We often link to other websites. We do not take responsibility for the data collection of any websites we link to.

If you have any questions regarding this policy, the data we hold on you, or would like to exercise your data protection rights, please contact us.