Like any organisation, Stichting Evolution Events (hereafter called “we” or “the organization”) will need some information about you to be able to run our event. This document, in accordance with the GDPR that applies to us as a Dutch nonprofit, aims to let you know which data we collect and why. This document is also very non-legalese because we aim to inform you, not to cover each and every circumstance and corner case.
However, to get this out of the way as early as possible: we will never (attempt to) make money by selling your private data to anyone.
Having said that, some information is bound to run through an IT infrastructure owned by the major corporations. For example, many of our organizers receive their larp-related email at a GMail account. That means that information you share with us, in some form, might find its way to Google in a very raw form.
Also, we often make Facebook groups for the participants of our events to discuss amongst themselves. Membership in these groups is completely voluntary and never a requirement for participation. Our official communication channel is email only - any information we think you need to know will be sent out through email primarily, and possibly repeated on Facebook. Therefore, you are in complete control with respect to how much data about your participation in our events reaches Facebook.
This privacy policy applies to you if you create an account in our registration system and when you participate in one of our events (which typically requires registration using such an account).
In general, all organizers have access to all collected data (as mentioned below). At their discretion, they may provide a snapshot of selected data to crew members to allow them to properly perform their assigned tasks. For example, cooks will be provided with an overview of food allergies, including the names of the participants with those allergies.
If the need arises to share your data with anyone else, we will only do so after you give your explicit consent for this.
Note that there are exceptions to this general rule for your name and safety information. These will be treated slightly differently, as defined below.
For the purposes of this privacy statement, “organizers” are the people in charge of organizing an event and often means the Evolution Events board (i.e. everyone mentioned on this page), but might also include non-board-members. “Crew members” are people that help run the event itself, like extra refs, cooking crew, first aiders, set dressers, make-up artists, prop-builders, etc.
Note that while processing your data, it will be stored on various infrastructure (in particular, but not necessarily limited to, a private server and Google infrastructure, whose administrators could in theory also obtain access to some or all of the collected data).
Below, you will find an explanation on the data we collect, our rationale for doing so, and who has access to this information.
(Collected according to GDPR Article 6.1 b: performance of a contract. Retained indefinitely for administrative purposes if you ever registered for an event. If not, retained until your account is deleted.)
We will need your name to identify you. This name should be your everyday first name and last name. We do not need your precise legal name (e.g. from your passport) or middle names, but your registration is considered a contract, so nicknames, character names, etc. will not suffice.
Your name is visible to any organizer and might also be shared with crew members (e.g. our kitchen staff).
In the future, we might also show your name in a registration list for events you are registered for, for the purpose of helping future participants consider whether they want to participate in the event. This list will only be visible to anyone with an account in our registration system, it will not be publicly visible to e.g. search engines. If you feel this might be an undue invasion of your privacy, please email us at registrations@evolution-events.nl so we can come up with a solution for your case.
Finally, other participants of the events you are registered to will also likely see your name, for example, in casting documents.
(Collected according to GDPR Article 6.1 b: performance of a contract and GDPR Article 6.1 a: consent. Retained until your account is deleted.)
We also need a way to contact you. Please provide us with an email address you actually read on a regular basis - no one-off emails or spam-boxes.
Your email address will be used to contact you with information about the events you have registered for.
We will also use your email address to send you announcements about our future events. We will do this only if:
To opt out of receiving these announcements, send a request to registrations@evolution-events.nl. In the future, this will also be possible through our registration system. Instructions for opting out will also be included in every announcement.
Every organizer has access to your email address and crew members might be given access to your email address. No one else gets access without your explicit consent (for example, if another player wants to contact you for any reason, we will ask you before sharing your email address with them).
(Processed according to GDPR Article 6.1 b: performance of a contract. Retained until shortly after the events for which it was collected.)
In some cases, we may also need to contact you in a slightly more urgent or personal fashion. This could be for casting reasons, or related to registrations, waiting lists, or because we have some last-minute questions about your dietary restrictions while we’re already in the supermarket buying dinner. If it comes to that, we need to have your (mobile) phone number available to contact you.
Every organizer has access to your phone number and crew members might be given access to your email address. No one else gets access without your explicit consent.
(Processed according to GDPR Article 6.1 a: consent. Retained until shortly after the events for which it was collected.)
You may, at your discretion, choose to share your physical address with us. We normally don’t require it, but we have, in the past, sometimes sent physical mail to our participants. This may be in-game things like invitations to an event, letters sent by a secret society, or newspaper articles about the fallout of whatever your character was involved with at the event. It may also be memorabilia. We rarely send these out, but if we do, we want to make it as easy and as fun to do so as possible, and that means we need to have your physical address beforehand. You may choose not to supply it, and you will rarely miss out on anything.
Every organizer has access to your address information and crew members might be given access to your address information. No one else gets access without your explicit consent.
(Processed according to GDPR Article 6.1 a / 9.1 a: explicit consent and GDPR Article 6.1 d / 9.1 c: vital interests. Retained until shortly after the events for which it was collected.)
Safety information, which may include medical details, can be optionally provided by you. We collect this information in two separate parts.
First off, you can supply us with information on food allergies. Information on your food allergies will be accessible to every organizer and might also be shared with crew members (e.g. our kitchen staff) alongside your name. No one else gets access without your explicit consent.
Second, other medical details you provide us with will be read by our emergency coordinator (who is always one of the organizers). They will also be accessible to every organizer. This information will not be shared with anyone else, except:
A physical copy is present at the event in a special folder owned by the emergency coordinator. This physical copy will be destroyed immediately after the event. The digital version of the information will be automatically deleted shortly after the event (unless you are registered to other future events).
(Collected according to GDPR Article 6.1 f: legitimate interest. Retained until shortly after the events for which they were collected.)
When something happens to you at one of our events and you are (temporarily) not capable of doing so yourself, we will contact someone on your behalf to let them know what has happened. We will normally call all your listed emergency contacts, because we cannot be sure that they know about one another’s existence or are on speaking terms. However, you may help us simplify matters by adding a remark to your contacts, for example to let us know that we don’t need to call Emergency Contact #2 anymore if we’ve already reached Emergency Contact #1.
We need you to list at least one person as an emergency contact. We will need their name and a phone number to contact them. You may also, at your discretion, let us know what your relation to this person is, to help us prepare for potentially emotional conversations.
The information you provide on your emergency contacts is accessible to every organizer and may be shared with crew members, but no one else - not even your emergency contacts themselves, who are, as discussed above, not made aware of one another’s existence by us.
A physical copy is present at the event in a special folder owned by the emergency coordinator. This physical copy will be destroyed immediately after the event. The digital version of the information will be automatically deleted shortly after the event (unless you are registered to other future events).
(Processed according to GDPR Article 6.1 b: performance of a contract. Retained until shortly after the events for which it was collected.)
As part of your registration, you may be asked additional questions. These usually just concern things like whether you want to participate as a player or NPC, or whether you want to stay an extra night, but can also include things like playing preferences or a photograph of yourself to help other players recognize you during the event.
Every organizer has access to this information and crew members might be given access. Some information might also be shared with others if this is deemed helpful for running the event (for example to facilitatie discussing character preferences with other participants during the casting process, showing whether you registered as a player or NPC on a public registration list, or sharing your photograph with other participants). If any information is shared with non-participants, or when sharing particularly sensitive information (such as your photograph), this will be explicitly mentioned when the information is requested from you. No one else gets access without your explicit consent.
(Collected according to GDPR Article 6.1 f: legitimate interest. Retained indefinitely.)
Many participants take photos at our event, and sometimes we even specifically request photographers to document our events. We would be remiss to not mention this in a privacy statement, but the rules around taking and publishing photos are already covered by our house rules.
Under GDPR regulations, you have several rights when it comes to your privacy as it relates to events organized by us: