Privacy · The Academy of Dungeoneering

Who we are

Who looks after your details?: The Academy of Dungeoneering is Mark Calleja, trading as The Academy of Dungeoneering. He decides how your details are used, which makes him the data controller. You can reach him at hello@academyofdungeoneering.com.

When you get in touch: Your name, your email address and anything you choose to tell us, such as your organisation, how many people would play, possible dates and where you'd like to play. That's the same whether you use the form or email us.
When you book: The name and contact details of the person booking, and the details needed to invoice your organisation.
For an online session: Each player's postal address, used only to post their dice.
If something would make it easier to take part: Anything you choose to tell us, such as seating, sound, screen size or how the rules are explained. Because it can say something about your health, we use it only to arrange your session, only because you've told us, and delete it with the session notes six months later.
At the session: The game master's handwritten notes, which may include players' first names. The write-up made from them describes the team and never names anyone.
When you visit the site: The site sets no cookies and uses no analytics. Its fonts come from Google Fonts, so your browser connects to Google, which sees your IP address.
Do you have to give us anything?: No, but we can't reply to you or arrange a session without a way to contact you.

To reply and arrange your session: When you get in touch, we have a legitimate interest in replying. Once you ask for a quote or book, we use your details to agree and deliver the booking.
To invoice and keep accounts: Tax law requires us to keep records of bookings and payments.
To post the dice and write the write-up: Both are part of what you book.
What we never do: We never sell your details or send you marketing you haven't asked for. Nothing from a session is for hiring, promotion or performance decisions. We don't make decisions about anyone by computer.

The services we use: Formspree receives anything you send through the form and passes it to us by email. Google's Gmail holds our email. Cloudflare hosts this site and forwards email sent to hello@academyofdungeoneering.com. The first time you email that address, Cloudflare also sends an automatic reply, and keeps your email address for 30 days so you don't get it twice. For an online session, Royal Mail or another courier delivers the dice.
Outside the UK: Formspree, Google and Cloudflare are based in the United States, so your details may be stored or processed there. They protect personal data sent from the UK with the safeguards UK law allows, such as standard contractual clauses.

An enquiry that doesn't become a booking: Deleted 12 months after your last message.
Messages sent through the form: Formspree also keeps a copy. We delete it there once the message has reached our email, at least once a month.
Your email address, for the automatic reply: Deleted 30 days after your first email to hello@academyofdungeoneering.com.
Postal addresses for dice: Deleted after the session.
Session notes: Kept for six months, so we can answer questions about the write-up, then deleted.
Bookings, invoices and write-ups: Kept for five years after the 31 January tax-return deadline for the year they belong to, which is what tax law requires: up to about seven years in all. Write-ups name no individuals.

Your rights: You can ask for a copy of the details we hold about you, ask us to correct them or delete them, object to how we use them, or ask us to limit it. Email hello@academyofdungeoneering.com and we'll reply within a month.
If you're not happy: Please tell us first, so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
If this notice changes: We'll update it here and change the date at the top.