Privacy Policy

Effective Date: Wednesday 01 January 2025

Privacy Policy

Welcome, Adventurer!

At Ravenskeep Adventures, we care about your privacy. This Privacy Policy explains what personal details we collect, how we use them, and your rights.

What Personal Details Do We Collect?

When you visit Ravenskeep, some pages are public. If you create an account, we store necessary details:

Your Account Basics

  • Email Address: Used for account creation, recovery, and communication.
  • Username: Your public identity on the website.
  • Full Name: Used for personalization and event identification.
  • Password: Securely encrypted.
  • Language Preference: Displays Ravenskeep in your preferred language (English/Dutch).

Event Management

  • Roles Assigned
  • Event Participation
  • Dietary preferences and medical information (allergies), if provided

Newsletter Subscriptions

  • Information on which newsletters you are subscribed to.

How Does Ravenskeep Adventures Use Your Details?

Communication

  • Community Matters (Out-of-Character - OC): OC Admins may contact you for community-related updates.
  • Game Questions (In-Character - IC): IC Admins may contact you for game-related matters.

Medical Information (Allergies)

  • To inform caterers of specific allergies (caterers handle accommodations).
  • To assist first aid staff in emergencies.

Which emails can you expect?

We only send email with a clear purpose. The GDPR requires a legal basis (article 6) for every processing; for each mail type you see below the basis or bases that apply, and whether you can opt out.

Newsletters

General updates you subscribe to voluntarily. Legal basis: your consent (art. 6(1)(a)).

Confirmations

Orders, payments, refunds and event (de)registrations are confirmed by email. These mails belong to your request. Legal basis: performance of a contract (art. 6(1)(b)); it therefore has no unsubscribe.

Participant information

When you sign up for an event, you receive the practical information needed for your participation or role (such as times, location and safety). Legal basis: performance of a contract (art. 6(1)(b)); it therefore has no unsubscribe.

Association matters

As a member you receive the legally required convocation for the General Assembly (ALV), with agenda and documents; this also belongs to the membership itself (art. 6(1)(b)). Legal basis: legal obligation (art. 6(1)(c)); it has no unsubscribe.

Event invitations

As a paying member we may invite you to new events. Legal basis: legitimate interest (art. 6(1)(f)); you can object to this (art. 21). Manage this on your profile.

Surveys

After an event we may ask you once for feedback. Legal basis: legitimate interest (art. 6(1)(f)); you can object to this (art. 21). Manage this on your profile.

Runbook reminders

Officers (such as HSL, treasurer, secretary, chair and logistics) sign for reminders about approaching runbook deadlines as part of accepting their role; runbook editors also receive them when a role is unstaffed. Legal basis: legitimate interest (art. 6(1)(f)); you can object to this (art. 21). Manage this on your profile.

We keep a delivery log of which newsletter or mailing was sent to whom, so nobody receives the same mail twice. We keep this log for at most 2 years.

Want to read up on these legal bases? The Autoriteit Persoonsgegevens explains the GDPR in accessible terms (in Dutch); the full legal text is on EUR-Lex.

Compliance

  • To comply with legal and regulatory requirements.

Sharing and Security

Ravenskeep Adventures does not share your personal data with third parties unless required by law.
We use encryption and security standards to protect your data.

Your Rights

Under GDPR, you have the following rights:

  • Right to Access: Request details about your data.
  • Right to Rectification: Correct inaccuracies.
  • Right to Erasure (Right to Be Forgotten): Request deletion of data (subject to legal requirements).
  • Right to Data Portability: Receive your data in a transferable format.
  • Right to Restrict Processing: Limit how we use your data.
  • Right to Object: Decline specific data usage.

Questions or Concerns? Contact Us!

Email: secretaris@ravenskeep.nl

By creating an account, you agree to this Privacy Policy.