We will treat your personal data confidentially. It will not be sold or sent to any other organisation without your express permission (there is one exception to this, detailed in the next section). Personal data that you submit to Wessex Medieval Alliance may be seen by all Founding and Senior Members.
The Data Controller
The Data Controller is Wessex Medieval Alliance (WMA), and the Data Protection Officer of Wessex Medieval Alliance is Colin Deady, firstname.lastname@example.org
What we need and the legal basis for processing
We collect basic data about yourself relevant to medieval re-enactment. This information includes name, address, email, competency with weapons, etc. We do not collect specific medical data. The legal basis for processing your data is to provide you with access to medieval re-enactment as a Member of Wessex Medieval Alliance.
Why we need it
We need to know your basic personal data in order to provide you with access to process your enquiry and membership. We will not collect any personal data from you we do not need in order to provide and oversee this service to you.
What we do with it
All the personal data we process is processed in the UK however for the purposes of cloud storage this information is located securely on servers within and outside the European Union. We will only use cloud providers who can demonstrate compliance with GDPR.
We will not pass on your data to other organisations without your explicit consent or as required by law.
How long we keep it
Data will be retained for the duration of your membership and up to six months post-expiration of membership to account for late renewals and post-membership queries that are raised. If you contact us prospectively about re-enactment then we will keep a copy of our dialogue with you to enable us to refer to it in future correspondence.
What are your rights?
You have a right to request a copy of the personal data that we hold by contacting the WMA Data Protection Officer. We will endeavour to provide a written response (by letter or by email) within one calendar month.
You have the right to withdraw consent at any time by notifying, by email the WMA Data Protection Officer. Please be aware that if you withdraw all consent we may be unable to notify you of membership renewals and events that you may wish to attend.
Should you have any concerns about the way that your data is held or processed you should contact the WMA Data Protection Officer.
You have a right to register a complaint with The Information Commissioner’s Officer https://ico.org.uk
if you believe we are processing your personal data in a way that is inconsistent with this consent form.
Passing your data on to event organisers
It is often a condition of attendance at events that we must provide limited personal data to event organisers in respect of our members. We will only provide limited personal details to event organisers with your explicit permission. If you withhold such permission you may not be able to attend certain events. Typically, data we will be asked to provide will include your name and name(s) and ages of any children attending with you. We may also be asked for a contact telephone number and your car registration.
Data collected in relation to children
Family Membership requires that you name each individual, including children. It is helpful, but not compulsory (except noting the above condition) if you provide ages of your children as this helps us to tailor the activities that they can be involved in.
Web browser cookies
Wessex Medieval Alliance takes the privacy of our website users seriously. We use essential tracking cookies to help you navigate this website. However we welcome you to opt-out of nonessential tracking cookies (like website analytics) at any time by updating your web browser preferences.
Registration with ICO
Wessex Medieval Alliance is registered with the Information Commissioner's Office in accordance with the Data Protection Act and General Data Protection Regulation.