This is the Emporium Privacy Policy and is designed to inform you as to how the GM team looks after your personal information before, during and after the game takes place. This includes information of any kind provided to the GM team as a player through any medium.
The members of the Emporium GM team are collectively responsible for your personal information.
If you have any questions about this policy, or our privacy practices, or would like an explanation as to any aspect of it, please contact the GMs!
This policy makes use of the concept of 'explicit consent', which means:
You always have the right to refuse to give us your personal information or to withdraw your consent for us to hold it at any time, though in some circumstances, not giving us your personal information or withdrawing consent for us to use it may make participating in the game difficult or even impossible. We will let you know if this is the case.
Please note that your IP address and usage data about how you use the Wiki are collected automatically. We will try to delete this on request if it is practical.
This Wiki uses DokuWiki software, as well as a number of extensions freely available online:
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We have made every effort to check that they will only handle your personal information in accordance with this policy.
In addition, the Wiki uses several extensions that have been developed by members of the Oxford University Role Playing Game Society and which are not freely available online. These only handle your personal information in accordance with this policy.
In order to play Emporium, you will need to have a Discord account. Discord's Privacy Policy can be found here.
The Discord bots written by the GM team do not store any personal data or usage information. For more information on how they work, please see here.
The GM team will be making use of a bot called Pluralkit, which players are not expected to use. The Pluralkit Privacy Policy can be found here.
In this policy, personal information refers to any information about an individual from which that person can be identified. It does not include information where the identity has been removed or obscured.
We may collect, use, store and transfer different kinds of personal information about you:
There are certain types of sensitive information relating to your identity which we might ask you for, and we will always ask for your explicit consent when taking such information:
We may collect identifiable information in relation to your gender identity due to requesting information about your personal pronouns. We will ask for your explicit consent to hold such information, explaining why we want to know them and where they will be used. We will not collect any information in relation to your gender identity in any other form.
We may collect identifiable information in relation to your health due to requesting information about any accessibility requirements that you may have. We will ask for your explicit consent to hold such information, explaining why we want to know it. We will not collect any information in relation to your health in any other form.
We will not collect any information in relation to any other sensitive information about you, such as your political opinions, religious or philosophical beliefs, sexual orientation, criminal convictions etc.
We use different methods to collect information from and about you.
You may give us your real name, out-of-character email addresses or other personal information by adding such content to the Wiki or through emailing us. This includes the personal information you provide when applying to join the game or modifying your profile.
As you use the Wiki, we will automatically collect your IP address and usage data about how you use the Wiki. Such data is automatically collected by the DokuWiki software, which hosts this Wiki.
We require your explicit consent in order to handle your personal information, which must directly pertain to the use in question. Please note that we will respond to any emails you send us that contain personal information before you join the game, but we will not use your personal information in any other way until you have given us explicit consent to do so.
We may collect your IP address and usage data about how you use the Wiki automatically, but only so far as is necessary for administrating or moderating the Wiki. We will delete such data upon request.
Below is a description of all the ways we plan to handle your personal information, and we will request explicit consent for all of them upon receiving your application to join the game, with the exception of Accessibility Requirements, where we will request your explicit consent each time they become relevant.
Your real name is held for the purpose of ourselves and other players being able to identify you on the Wiki. It will be displayed on various pages visible to us, and visible to anyone on your in-character bio on the Characters page. By default, it will be displayed as your given name followed by the first initial of your surname (except in cases where this does not uniquely identify you, in which case we will use only as much of your surname as necessary to distinguish you). You may request that we display your real name in any way you wish, but we ask that it is in a form in which you would plausibly introduce yourself to other players.
Your personal pronouns are held for the purpose of ensuring that we, and other players, address you correctly and maintain your comfort while playing the game. They will be displayed on various pages visible to us, and visible to anyone on your in-character bio on the Characters page.
We will not collect your specific age, but we do ask for you to disclose whether or not you are over 18 years old for safeguarding purposes. This information will only be available to the GMs and will not be displayed publicly. Note that in order to play the game at all, you are required to be at least 16 years of age.
A postal address for you is held for the purpose of sending physical multimedia content. This part of the game is strictly opt-in. Your postal address will be visible only to us and will not be displayed publicly. For your own convenience, it should be an address to which you have frequent access for the duration of the game, but it need not be your permanent home address, and we will not ask for details of your association with it. By default, the address will be collected via Google Forms at character creation, though if you wish to submit it another way, then please get in touch. It will be stored in a Google Sheets document on a shared Google Drive folder alongside your first name and as much of your surname as necessary to distinguish you from other players (see Real Name and Personal Pronouns above). Both the Google Forms responses and Google Drive folder will be accessible only to the GMs. We will delete it from our records after the end of the game, and will delete individual addresses from our records on request if a player later opts out of receiving physical media.
Your out-of-character email addresses will be held only for the creation of an account on the Wiki and for the functionality of the in-character email system. They will only be visible to us, the Society Netrep and (technically) Google and Vultr.
Your in-character email address is assigned to you by us for the purposes of the in-character email system. It will be displayed on various pages visible to us, and visible to anyone on your in-character bio on the Characters page. Only those with a Wiki account such as ourselves and players will be able to contact you through this means, and attempts to email an in-character email from an email address not associated with a Wiki account will bounce (except in the case of emailing the GMs).
Your emails to individual GMs or other in-character email addresses are held so that we are fully informed of the progress of the game, as well as any issues that may arise. They will be visible to ourselves and to the recipient, who will be either a player or GM. Any email to such an email address will appear to have come from your in-character email (except in the case of an email to the GMs from an email address not associated with a Wiki account). However, as you will have sent this from one of your out-of-character email addresses, other metadata contained in the email may be visible to the recipient, such as the name associated with it.
Your contributions and edits to the Wiki are held so that we are fully informed of the progress of the game, as well as any issues that may arise. They will be displayed on the page itself (if you have just created the page or it is the most recent edit) and in the edit history for the page, including a comparison of changes, and visible to anyone who has access to the namespace in which the edit took place.
Your file uploads are held so that we are fully informed of the progress of the game, as well as any issues that may arise. They will be displayed in the Media Manager and any page which you create or edit in order to display them, and visible to anyone who has access to the namespace in which the file was uploaded.
Any accessibility requirements you may have are held so that we are able to make the game as accessible as possible for you. They will only be visible to us. As accessibility requirements may be identifiable information about your health, which is sensitive information, we will ask for your explicit consent in order to hold such information, explaining to whom it will be visible and for what purpose it will be held.
Your IP address and usage data about how you use the Wiki are automatically collected by the DokuWiki software so that we may properly administrate and moderate the Wiki. They will only be visible to us.
We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a new or unrelated purpose, we will request your explicit consent to do so.
We may share your personal information with the oxfordrpg website administrator for the purpose of administrating or moderating the Wiki when we are unable to do so.
There may also be situations where we may wish to share your personal information for other reasons. We will not do so without your explicit consent, explaining why we wish to share your personal information and for what reason.
We require anyone we share your personal information with to respect the security of your personal information and to treat it in accordance with this policy. We will not allow anyone to use your personal information for their own purposes and will only permit them to handle your personal information in accordance with administrating or moderating the Wiki and the website or a purpose explicitly stated to you upon requesting your consent.
We have put in place security measures to prevent your personal information from being used, accessed, altered or disclosed other than in accordance with this policy or from being accidentally lost. We will only handle your personal information in accordance with this policy and are subject to a duty of confidentiality.
We will notify you of any breach of this policy that concerns your personal information.
You may withdraw consent for further personal information to be gathered by us at any time and for any reason. We will anonymise any further information gathered from you in order to prevent us from holding any additional personal information.
You may also request that personal information held by us is destroyed at any time and for any reason. We will endeavour to remove any personal information while retaining the integrity of other information on the Wiki, which may involve anonymising any personal information we hold about you.
You may request that your Wiki account is deleted at any time. Please note that some personal information is required in order to play the game, and we will inform you if carrying out your request would prevent you from playing.