Kingdom of Ealdormere Privacy Policy
Who we are
The Kingdom of Ealdormere is a branch of the Society for Creative Anachronism (“SCA”) and is committed to protecting your privacy. This Privacy Policy describes how the Kingdom of Ealdormere collects, uses, and shares your information when you use and interact with our Services and applies to all persons who use our Services (“Users”). Our Privacy Policy governs your access to and use of all Kingdom of Ealdormere operated and controlled websites including https://ealdormere.ca/ and all other publicly available online services controlled or provided by the Kingdom of Ealdormere (collectively, the “Services”).
If you have questions about the Kingdom of Ealdormere’s Privacy Policy or practices, or if you need to contact us about the information we collect about you, our contact information is at the end of this Privacy Policy.
Applicability & Eligibility
Applicability
This Privacy Policy applies only to the Services, and the Kingdom of Ealdormere’s collection, use, disclosure, and protection of your data. It does not apply to third party websites, applications, or services.
Before accessing, using, or interacting with the Services you should carefully review the terms and conditions of this Privacy Policy.
Information Collection & Use
The Kingdom of Ealdormere collects data about you and your use of the Services through various means, including when you provide information to us such as when you communicate with us, attend and participate in combat activities, register for events, register names and armory, and when we automatically collect information about you when you access, use, or interact with the website(s) and Services. We use this information for a variety of different reasons, including to improve the Services and to tailor the Services to you.
The Kingdom of Ealdormere processes Personal Data collected through the Services on the lawful basis of legitimate interests to provide the Services to you. Such processing is necessary for the purposes of the legitimate interests pursued by SCA or by our Service Providers related to the Services. “Personal Data” refers to information about you that may be used to identify you, such as your first name, last name, title, email address, phone number, and mailing address. The types of information SCA may collect about you include:
Information You Provide To Us:
Participatory Submissions and Event Registrations: the Kingdom of Ealdormere collects Personal Information from you when you register names and armory, authorize in a martial activity or register for events within the Kingdom. We use this information to administer the processes related to Society participation and event registration. This information may include: modern (legal) name, home address, telephone number, personal email address.
Payment Transaction Information: We may collect information related to purchases and registrations made through said Services. At this time, the Kingdom of Ealdormere does not collect banking or credit card information. Payment for Services may be made via cheque or cash. Cheques received for services are not scanned, nor otherwise retained in duplicate once deposited.
Form Information: We may use online forms to request certain information from you in order to perform certain Services. This information may include legal name, personal email address and telephone number.
Correspondence Information: If you submit heraldry submissions or register for activities, attend an event, email us, subscribe to our newsletters mailing lists, publications, or blogs, we may keep your message, email address, and contact information to respond to your requests, provide the requested Services, and to provide notifications or other correspondences to you. If you do not want to receive email from us in the future, you may let us know by sending us an email to ealdormereweb@gmail.com. Please note that requests to remove your email address from our lists may take some time to fulfill. We may also still contact you as needed to provide important announcements.
Support Information: You may provide information to us via a support request submitted via email to Kingdom of Ealdormere, or local branch officers. We will use this information to assist you with your support request and may maintain this information to assist you or other Users with support requests. Please do not submit any information to us via email, including confidential or sensitive information that you do not wish for the Kingdom of Ealdormere to have access to or use in the future.
Information We Collect Automatically:
Cookies, Web Beacons, Links, And Other Tracking Technologies: the Kingdom of Ealdormere may keep track of how you use and interact with the Services through the use of cookies, web beacons, links, and other tracking technologies. We do this to help analyze the use of and improve the Services. Through these technologies we may automatically collect information about your use of the Services and other online activities, including our email correspondences, third-party services, and client submissions, and certain online activities after you leave the Services. Link information is generally only analyzed on an aggregate basis. Some Services may not function properly if you disable cookies. Such data may include analytics information, sites visited before visiting the Services, browser type, operating system, and tracking of your interactions with our content and emails.
Unique Identifiers: When you use or access the Services, we may access, collect, monitor, store on your device, and/or remotely store one or more “Unique Identifiers,” such as a universally unique identifier (“UUID”). A Unique Identifier may remain on your device persistently, to help you log in faster and enhance your navigation through the Services. Some features of the Services may not function properly if use or availability of Unique Identifiers is impaired or disabled.
Log File Information: When you use our Services, we may automatically receive log file information such as your IP address, browser type, access times, domain names operating system, the referring web page(s), pages visited, location, your mobile carrier, device information (including device and application IDs), search terms, and cookie information. We receive log file data when you interact with our Services, for example, when you visit our websites, or interact with our email notifications. The Kingdom of Ealdormere uses log file data to provide, understand, and improve our Services, and to customize the content we show you. The Kingdom of Ealdormere may link this log file to other information SCA collects
about you via the Services.
User Comments: If visitors leave comments on a Kingdom website, the Kingdom of Ealdormere collects the data shown in the comments form, and the visitor’s IP address and browser user agent string to help spam detection. An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
User Media: If you upload images to a Kingdom website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Information Sharing
Kingdom Personnel: The Kingdom of Ealdormere, and its local branch, personnel may have access to your information as needed to provide and operate the Services in the normal course of business. This includes information regarding your use and interaction with the Services. Personal information is shared only on a need to know basis.
Service Providers: The Kingdom of Ealdormere works with various organizations and individuals to help provide the Services to you (“Service Providers”), such as website and data hosting companies and companies providing analytics information, like Google Analytics. We may share your personal information with our Service Providers for the purpose of providing the Services. The information we share to our Service Providers may include both information you provide to us and information we automatically collect about you, including Personal Data and information from data collection tools like cookies, web beacons, log files, Unique Identifiers, and location data. The Kingdom of Ealdormere takes reasonable steps to ensure that our Service Providers are obligated to reasonably protect your information on the Kingdom’s behalf. If the Kingdom of Ealdormere becomes aware that a Service Provider is using or disclosing information improperly, we will take reasonable steps to end or correct such improper use or disclosure.
Lawful Requests: We may be required to disclose User information pursuant to lawful requests, such as subpoenas or court orders, or in compliance with applicable laws. We generally do not disclose User information unless we have a good faith belief that an information request by law enforcement or private litigants meets applicable legal standards. We may share your information when we believe it is necessary to comply with applicable laws, to protect our interests or property, to prevent fraud or other illegal activity perpetrated through the Services or using the Kingdom of Ealdormere name, or to protect the health and safety of any person. This may include sharing information with other companies, lawyers, agents, or government agencies. Nothing in this Privacy Policy is intended to limit any legal defenses or objections that you may have to a third party’s, including a government’s, request to disclose your information.
Wiki: The Kingdom of Ealdormere does not disclose personal information to DokuWiki, the open source platform used to host the Kingdom wiki. All information provided to the wiki is provided by the individuals who have registered for that Service, and have direct control over what information is published. It is recommended that profiles on the Ealdormere wiki personal profiles include only persona (historical or fictional) information, and not personal (legal) information.
How long we retain your data
The Kingdom of Ealdormere retains information in compliance with the Society for Creative Anachronism’s Records Retention Policy.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Your Rights and Choices Regarding Your Information
Your Rights
Relevant data protection laws provide you certain rights regarding the protection of your data, including:
the right to access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to object to processing;
the right to data portability;
the right to complaint to a supervisory authority; and
the right to withdraw consent.
More information about your rights relating to the Kingdom of Ealdormere and the Services is provided via this Privacy Policy.
Access To The Information SCA Has Collected About You
The Kingdom of Ealdormere welcomes you to contact us regarding the information we have collected about you, including regarding the nature and accuracy of the data that has been collected about you, to request an update, modification, or deletion of your information, to opt-out of certain Services using your information, or to withdraw any consent you may have granted to the Kingdom of Ealdormere.
Please note requests to delete or remove your information do not necessarily ensure complete or comprehensive removal of the content or information posted, and removed information may persist in backup copies indefinitely. Please note that if you choose to delete your information or opt-out of the collection and use of your information, you understand that certain features, including but not limited to access to the Services, may no longer be available to you.
We may store the information we collect about you indefinitely, but information generally will be retained only for seven years, or as otherwise required by law. The Kingdom of Ealdormere may retain your information and content for backup, archival, and audit purposes.
Opting-Out Of Communications
Users may opt-out of receiving certain communications from the Kingdom of Ealdormere by following the unsubscribe process described in an email communication, or by contacting us at ealdormereweb@gmail.com. However, please note you may not opt-out of Services-related communications, such as those pertaining to compliance with provincial health and safety requirements, or technical and security notices.
Do Not Track
The Kingdom of Ealdormere does not currently employ a process for automatically responding to “Do Not Track” (DNT) signals sent by web browsers, mobile devices, or other mechanisms. Per industry standards, third parties may be able to collect information, including Personal Data, about your online activities over time and across different websites or online services when you use Services. You may opt out of online behavioral ads at http://www.aboutads.info/choices/. You also may limit certain tracking by disabling cookies in your web browser.
Information Security
Security Of Your Information
The Kingdom of Ealdormere takes reasonable efforts to secure and protect the privacy, accuracy, and reliability of your information and to protect it from loss, misuse, unauthorized access, disclosure, alteration and destruction. Reasonable efforts include implementing security measures as we deem appropriate and consistent with industry standards. As no data security protocol is impenetrable, the Kingdom of Ealdormere cannot guarantee the security of our systems or databases, nor can we guarantee that personal information we collect about you will not be breached, intercepted, destroyed, accessed, or otherwise disclosed without authorization. Accordingly, any information you transfer to or from Services is provided at your own risk. Please do your part to help us keep your information secure. You are responsible for maintaining the confidentiality of information shared with you, as part of a role you may have within the Kingdom of Ealdormere (e.g. officer, herald, event staff, etc….). The Kingdom of Ealdormere reserves the right to terminate your access to the Services and any contract you have with Kingdom-related accounts in the event it learns or suspects you have disclosed personal information to an unauthorized third party.
Additional Provisions Regarding The Services & Your Information
Transfer And Storage of Your Information
Please note information the Kingdom of Ealdormere collects about you may be transferred, processed and/or accessed by us in servers located in the United States, or another country where we, or our Service Providers operate. Please be aware Personal Data may be transferred to, and maintained on, computers located outside of Ontario, where privacy laws may differ from and may not be as protective as those within Canada, and Ontario.
If you are located in the European Economic Area (“EEA”) or other regions with laws governing data
collection and use that may differ from Ontario and Canadian law, please note that we may transfer information to a country or jurisdiction that does not have the same data protection laws as your jurisdiction, as disclosed in this Privacy Policy. It may also be processed by staff operating outside the EEA who work for us or for one of Service Providers, also as disclosed.
Website Hosting: The Kingdom of Ealdormere works with Amazon Web Hosting (AWH) Services as its web hosting services provider. The Websites are stored by AWS in Vancouver, BC. The Kingdom of Ealdormere shares your data, including Personal Data, with our website hosting Service Provider for the purposes of processing your data pursuant to your use of the Services. The AWS privacy policy is available for review.
Safely Using SCA’s Services
Despite the Kingdom of Ealdormere’s safety and privacy controls, we cannot guarantee the Services are entirely free of illegal, offensive, pornographic, or otherwise inappropriate material, or that you will not encounter inappropriate or illegal conduct from other Users when using the Services. You can help us by notifying us of any unwelcome contact by contacting us using the information below.
Changes to Our Privacy Policy
The Kingdom of Ealdormere may modify this Privacy Policy from time to time. The most current version of this Privacy Policy will govern our use of your information and will be located at https://ealdormere.ca/privacy-policy/. We will notify you of material changes to this policy by posting a notice using appropriate communication tools, which may include kingdom website, newsletter, and public announcements at an event.
Contact the Kingdom of Ealdormere:
Kingdom Seneschal