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GDPR

GDPR Policy for Reality Checkpoint Ltd T/A Equinox Institute LRP

Effective Date: 26th November 2024


1. Introduction

Reality Checkpoint LARP (“we,” “our,” or “us”) is committed to protecting the privacy and security of your personal data. This GDPR Policy outlines how we collect, use, store, and protect your information in compliance with the General Data Protection Regulation (GDPR).


2. Data We Collect

We may collect the following personal data from participants, volunteers, and staff:

  • Contact Information: Name, email address and phone number.
  • Emergency Contact Information: Phone number, name and relationship i.e. Friend
  • Demographic Information: Age, or other details relevant to event participation.
  • Health Information: Details regarding allergies, medical conditions, or accessibility needs (collected with explicit consent).
  • Payment Information: Data required for processing payments, such as billing details.
  • Photographs and Videos: Images or recordings from events (collected with consent).

3. Purpose of Data Collection

We collect personal data for the following purposes:

  • To manage event registration and attendance.
  • To ensure the safety and wellbeing of participants.
  • To process payments.
  • To communicate important updates about events.
  • To promote events through photographs or videos (with prior consent).

We process your personal data based on the following legal grounds:

  • Consent: For photographs, videos, and health information.
  • Contract: To fulfill obligations related to event participation.
  • Legal Obligation: To comply with applicable laws and regulations.
  • Legitimate Interests: For operational needs, such as improving events and ensuring safety.

5. Data Sharing

We may share personal data with third parties in the following circumstances:

  • Service Providers: For payment processing, website hosting, or email communication services.
  • Emergency Services: In the case of medical emergencies or safety concerns.
  • Legal Authorities: If required by law or in response to valid legal requests.
  • Prospective Attendees: For the purposes of safeguarding.

6. Data Retention

We will only retain personal data for as long as necessary to fulfill the purposes outlined in this policy or to comply with legal obligations. Specific retention periods are as follows:

  • Event registration details: Retained for 12 months after the event.
  • Medical and accessibility information: Deleted immediately after the event unless required for legal purposes.
  • Financial records: Retained for 6 years to comply with accounting regulations.

7. Your Rights

Under GDPR, you have the following rights regarding your personal data:

  • Access: Request access to your personal data.
  • Rectification: Correct inaccurate or incomplete data.
  • Erasure: Request deletion of your data where applicable.
  • Restriction: Restrict processing of your data under certain circumstances.
  • Portability: Request transfer of your data to another organisation.
  • Objection: Object to data processing for legitimate interests or direct marketing.

To exercise these rights, contact us at EquinoxInstituteLRP@gmail.com.


8. Security Measures

We implement appropriate technical and organisational measures to protect personal data.


9. Cookies and Online Tracking

If our website uses cookies, we will provide a separate cookie policy detailing how they are used and how you can manage your preferences.


10. Contact Information

For questions or concerns about this policy or your data, please contact EquinoxInstituteLRP@gmail.com


11. Updates to This Policy

We may update this GDPR Policy from time to time to reflect changes in legal requirements or our operations. The latest version will always be available on our website, at our events or upon request.


By participating in our events, you acknowledge that you have read and understood this GDPR Policy.