Privacy statement

Like any organisation, Stichting Silhouette Society Immersive (hereafter called “we” or “the organization”) will need some information about you to be able to run our event. This document, in accordance with the GDPR that applies to us as a Dutch nonprofit, aims to let you know which data we collect and why. This document is also very non-legalese because we aim to inform you, not to cover each and every circumstance and corner case.

However, to get this out of the way as early as possible: we will never (attempt to) make money by selling your private data to anyone.

Having said that, some information is bound to run through an IT infrastructure owned by the major corporations. For example, many of our organizers receive their larp-related email at a GMail account and we use Google Drive infrastructure for our documents. That means that information you share with us, in some form, might find its way to Google in a very raw form.

This privacy policy applies to you if you sign-up to attend one of our events (in any capacity) by filling in the appropriate forms. Or if you sign-up for our newsletter.

Who can access your data

In general, all organizers have access to all collected data. At their discretion, they may provide a snapshot of selected data to additional crew members to allow them to properly perform their assigned tasks. For example, cooks will be provided with an overview of food allergies, including the names of the participants with those allergies.

Note that there are exceptions to this general rule for your name and safety information. These will be treated slightly differently, as defined below.

For the purposes of this privacy statement, “organizers” are the people in charge of organizing an event and often means the board members, but might also include non-board-members. “Crew members” are people that help run the event itself, like extra refs, cooking crew, first aiders, set dressers, make-up artists, prop-builders, etc.

Note that while processing your data, it will be stored on various infrastructure (in particular, but not necessarily limited to, a private server and Google infrastructure, whose administrators could in theory also obtain access to some or all of the collected data).

Data we collect

Below, you will find an explanation on the data we collect, our rationale for doing so, and who has access to this information.

Name, preferred name, pronouns and gender

(Collected according to GDPR Article 6.1 b: performance of a contract. Retained indefinitely for administrative purposes if you ever registered for an event.)

We will need your name to identify you. This name should be your everyday (preferred) first name and last name. We also need your precise legal name (e.g. from your passport) for insurance purposes but will use your preferred name for all communication.

Your name is visible to any organizer and might also be shared with crew members (e.g. our kitchen staff).

Your preferred name will also be shared to all participants who signed up for purposes of flagging and contacting each other in the run-up to the event as well as in the casting document.

We ask for your pronouns so we can properly address you in any direct communication. On the room assignment form we will ask for your gender so we can match up preferred roommates as well as possible.

Off-game gender and pronouns are only visible to organisers of the event and will not be shared with other participants and this information will be destroyed right after the event.

Email address

(Collected according to GDPR Article 6.1 b: performance of a contract and GDPR Article 6.1 a: consent. Retained until deletion request)

We also need a way to contact you. Please provide us with an email address you actually read on a regular basis – no one-off emails or spam-boxes.

Your email address will be used to contact you with information about the events you have registered for.

We will also use your email address to send you announcements about our future events. We will do this only if:

You opted in to receiving these announcements through our current registration system (e.g. when you filled out your sign-up form.)
OR
You opted into our mailing list by filling out the form on our website.

To opt out of receiving these announcements, send a request to silhouettesocietyimmersive@gmail.com Every organizer has access to your email address and crew members might be given access to your email address. No one else gets access without your explicit consent (for example, if another player wants to contact you for any reason, we will ask you before sharing your email address with them).

Phone number

(Processed according to GDPR Article 6.1 b: performance of a contract. Retained until shortly after the events for which it was collected.)

It is not obligatory to share your phone number with us.

However:
In some cases, we may need to contact you in a slightly more urgent or personal fashion. This could be for casting reasons, or related to registrations, waiting lists, or because we have some last-minute questions about your dietary restrictions while we’re already in the supermarket buying dinner. If it comes to that, it is practical to have your (mobile) phone number available to contact you.

Every organizer has access to your phone number and crew members might be given access if needed in very specific cases only. No one else gets access without your explicit consent.

Safety information

(Processed according to GDPR Article 6.1 a / 9.1 a: explicit consent and GDPR Article 6.1 d / 9.1 c: vital interests. Retained until shortly after the events for which it was collected.)

Safety information, which may include medical details, can be optionally provided by you. We collect this information in two separate parts.

First off, you can supply us with information on food allergies. Information on your food allergies will be accessible to every organizer and might also be shared with crew members (e.g. our kitchen staff) alongside your name. No one else gets access without your explicit consent.

Second, other medical details you provide us with will be read by our organisers as well as the emergency coordinator (who is usually a part of the organisers).

This information will not be shared with anyone else, except:

This information might be shared with crewmembers who have additional responsibilities around first aid and/or safety but only when required for your safety or that of others. We will not do so lightly; where appropriate and feasible, we will try to obtain additional consent beforehand.
We may ask you for additional consent to share some of this information with any first aiders or medical professionals amongst the participants, when we think this would benefit your safety or that of other participants. If you do not provide consent, this information will not be shared with them.
As an exception to the general rule, in situations where you are incapable of meaningfully providing or withholding consent, such as obvious inebriation or unconsciousness, we may share this information with medical professionals to assist them in diagnosing any medical problems.

A physical copy is present at the event in a special folder owned by the emergency coordinator. This physical copy will be destroyed immediately after the event. The digital version of the information will be deleted shortly after the event.

Emergency contacts

(Collected according to GDPR Article 6.1 f: legitimate interest. Retained until shortly after the events for which they were collected.)

When something happens to you at one of our events and you are (temporarily) not capable of doing so yourself, we will contact someone on your behalf to let them know what has happened. We will normally call all your listed emergency contacts, because we cannot be sure that they know about one another’s existence or are on speaking terms. However, you may help us simplify matters by adding a remark to your contacts, for example to let us know that we don’t need to call Emergency Contact #2 anymore if we’ve already reached Emergency Contact #1.

We need you to list at least one person as an emergency contact. We will need their name and a phone number to contact them. You may also, at your discretion, let us know what your relation to this person is, to help us prepare for potentially emotional conversations.

The information you provide on your emergency contacts is accessible to every organizer and may be shared with crew members, but no one else – not even your emergency contacts themselves, who are, as discussed above, not made aware of one another’s existence by us.

You give us this information on paper at the start of the event.

This physical copy is present at the event in a special folder owned by the emergency coordinator. This physical copy will be destroyed immediately after the event.

Additional registration information

(Processed according to GDPR Article 6.1 b: performance of a contract. Retained until shortly after the events for which it was collected.)

As part of your registration, you may be asked additional questions. These usually just concern things like whether you want to participate as a player or NPC, or whether you want to stay an extra night, these questions also include things like playing preferences or a photograph of yourself to help other players recognize you during the event.

Every organizer has access to this information and crew members might be given access. Some information might also be shared with others if this is deemed helpful for running the event (for example to facilitate discussing character preferences with other participants during the casting process, showing whether you registered as a player or NPC on a public registration list, or sharing your photograph with other participants). If any information is shared with non-participants, or when sharing particularly sensitive information (such as your photograph), this will be explicitly mentioned when the information is requested from you. No one else gets access without your explicit consent.

Photos taken during our events

(Collected according to GDPR Article 6.1 f: legitimate interest. Retained indefinitely.)

Many participants take photos at our event, and sometimes we even specifically request photographers to document our events. We would be remiss to not mention this in a privacy statement, but the rules around taking and publishing photos are covered by our photography statement for the specific event.

Your rights

Under GDPR regulations, you have several rights when it comes to your privacy as it relates to events organized by us:

If you want to know the data we store on you, you can easily see this data in the copy of the sign-up sheet you receive after completion. After an event we store only names and roles played so we can use those for future reference if we run an event again. Your e-mail adress will only be stored if you allow us to in the sign-up form.
If you feel we should remove some information about you from our system, you can tell us by dropping us a note at silhouettesocietyimmersive@silhouettesocietyimmersive

We will try to comply with your request as soon as possible, but please realize that we are an organization run by volunteers with a limited amount of time on our hands. We will at least enter a conversation with you as soon as possible after you contact us.
If you feel we are somehow violating your rights to privacy under the GDPR, we would, of course, appreciate it if you let us know your grievances and give us a chance to fix them. However, it is always possible, before, after or without letting us know, to lodge a complaint at the Dutch data protection agency (called “Autoriteit Persoonsgegevens”, see https://autoriteitpersoonsgegevens.nl/en).