Data Policy

We follow the UK Freeforms GDPR and Privacy Policy.

GDPR and Privacy Policy

UK Freeforms is a community of roleplayers, set up to facilitate the playing of games in person and online, and other associated social events.

It requires that its members agree to Terms and Conditions and an Anti-Harassment policy and to record those agreements, it maintains a list of names and email addresses, together with Discord IDs (if applicable) on Google Drive in a secure area, to ensure that only those people who have agreed to the policies are given access to its games and other social events.

If individuals are not prepared to sign up to these policies, UK Freeforms regrets that they will not be permitted to participate in UK Freeforms and its activities.

The complete list will only be available to members of the UK Freeforms Committee, each of whom has signed an undertaking to keep the information private.

UK Freeforms require all events operating under our banner to follow our procedures and record that all attendees have agreed to UK Freeforms policies and procedures. We will create individual event folders to facilitate the records for this. At three months post event we will delete the event folders with all information within and record that this has been done.

Names and email addresses will be passed to the games masters (GMs) of games to which players/members of the UK Freeforms community have signed up to (and by signing up, have explicitly agreed to this information being shared). UK Freeforms undertakes to remind GMs within [3 months] of a game/event being played that they should not hold onto the lists of players/emails giving them one month to confirm they have complied. A record will be kept of those requests and compliance thereto.

Should an individual wish to sever links with UK Freeforms, or decides to opt out from communications they may request their information be removed from the list of members, website or mailing list. This means they will not be notified of any games they are playing or might intend to play and UKF will not be able to give their emails or Discord account details to a GM. Their details will still be kept to be used in relation to any complaints procedures.

Any questions or complaints please email datacontroller@UKfreeforms.org.uk