The Type Of Personal Information We Collect

We collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name, date of birth, contact details, and emergency contact details)
• Confirmation of payment and the method of payment;
• Character and player details as relevant to the LARP event and LARP event system;
• Dietary requirements, including any allergy information;
• Limited medical information (as may be required in case of emergency or to ensure your safety at our events).

How We Get The Personal Information And Why We Collect It

All the information we process is provided to us directly by you as part of the event booking process.

Your personally identifiable data is used for the management of events including; compliance with our insurance requirements, compliance with the rules of the relevant LRP system and to ensure your safety while attending our events.

We may share the following information as required:

• Dietary requirements will be shared with the chosen catering organisation for an event to allow your dietary requirements to be catered for;
• Medical information will be shared with the event First Aid Team to allow them to respond appropriately in an emergency;
• Player and/or Character details will be shared with an Event System upon booking a relevant event;

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• (a) The performance of our contractual obligation with you (e.g. to manage your booking and our events);
• (b) Your consent (e.g. retaining your booking information and contact details between events). Where data is processed relying on your consent, you are able to withdraw that consent at any time by contacting enquiries@lrptickets.co.uk;
• (c) We have a legal obligation.

How We Store Your Personal Information

Your information is securely stored in an encrypted database format using Microsoft Azure services. All information is held within the UK.

Immediately prior to and during the running of a LARP event, your information is kept by the logistics coordinator for the event in a physical paper copy.

All data provided for the purposes of managing an event will be securely stored until 30 days after the event, or the conclusion of any on-going disputes that may require access to your data (for example, insurance information following an injury). At the end of this period all physical copies of the data will be destroyed will be deleted. Digital data will continue to be stored, but will no longer be accessible by the event organiser.

Deleting Your Personal Information

We have a responsibility to retain some of your information, even if you close your account. If you have attended an event organised through LRP Tickets, we must keep the name you made the booking with, alongside that event information. This information is not available to any other event organisers. This is to satisfy requirements regarding the sale of the ticket, and the insurance covering the event. Please e-mail enquires@lrptickets.co.uk if you believe any of this data is held in error.

You can close your account through Your Account. 

Your Data Protection Rights

Under data protection law, you have rights including:

Your Right Of Access

You have the right to ask us for copies of your personal information.

Your Right To Rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your Right To Erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your Right To Restriction Of Processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your Right To Object To Processing

You have the right to object to the processing of your personal information in certain circumstances.

Your Right To Data Portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at enquiries@lrptickets.co.uk if you wish to make a request.

How To Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at enquiries@lrptickets.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk