This policy explains what longlivetheoutlands.org does with your personal data. We have tried to write it so you can actually read it.
The short version: we collect the least we can get away with, we do not sell it, we do not track you, there are no analytics and no advertising cookies, and you can download or delete everything yourself from your account settings at any time.
Who is responsible
The volunteers who operate longlivetheoutlands.org are the data controller for the data described here. Reach us at privacy@longlivetheoutlands.org.
We are not the SCA or the Kingdom of the Outlands, and we hold none of their records. If you want your SCA membership data, ask the SCA.
What we collect, and why
| Data | Why we have it | Legal basis (GDPR Art. 6) |
|---|---|---|
| Email address, password hash | To create your account, sign you in, and reset your password | Contract — 6(1)(b) |
| Display name, society name, branch, pronouns, bio, home city | So other members can recognise you on attendee lists and camp rosters. All optional. | Consent — 6(1)(a) |
| Modern (legal) name, if you give it | Optional, never shown publicly. Some members want it on record for their camp. | Consent — 6(1)(a) |
| Event attendance, party size, arrival and departure times, notes | To run the attendee lists and waitlists you sign up for | Contract — 6(1)(b) |
| Allergies and dietary needs, if you give them | So the camp you join can cook for you. Shown only to you and your camp's organisers. | Consent — 6(1)(a) |
| Camp membership, what you are bringing | To run camp rosters | Contract — 6(1)(b) |
| Travel plans, seats offered or needed, pickup notes, contact preference | To run the carpool board | Contract — 6(1)(b) |
| A record of which legal documents you accepted, which version, and when | So we can show that consent was given, as we are required to | Legal obligation — 6(1)(c) |
| Security log: sign-ins, failed sign-ins, account and content changes, a one-way hash of your IP address, your browser's user-agent string | To detect and investigate abuse and account takeover, and to keep an audit trail | Legitimate interests — 6(1)(f) |
About the IP address
We do not store your IP address. We store a SHA-256 hash of it combined with a secret value held on the server. That lets us tell whether two sign-in attempts came from the same place without keeping an identifier we have no real use for. We cannot turn the hash back into an address.
Special category data
Dietary and allergy information can reveal something about your health, which GDPR treats as special category data (Art. 9). We collect it only because you typed it in, only to pass to the camp you chose to join, and only with your explicit consent (Art. 9(2)(a)). Leave the field blank if you would rather not. You can delete it at any time.
Cookies
We use essential cookies only: one to keep you signed in, and one for cross-site request forgery protection. There is no analytics, no advertising, no tracking, and nothing from a third party. Because of that, there is no cookie banner to click through — there is nothing to consent to beyond the cookies the site cannot work without.
Who we share it with
We do not sell your personal data, and we do not share it for anyone else's marketing. It is shared only with:
- Other members, and only as you have chosen: your display name appears on an attendee list if you leave that option on, and on the roster of a camp you join. You can opt out of the attendee list and keep your profile private.
- Amazon Web Services, who host the server and the database in the United States, as our processor.
- Our email provider, to deliver confirmation and password-reset messages, as our processor.
- The authorities, where we are legally required to, or where it is necessary to protect someone's safety.
Where your data is held
On servers in the United States. If you are in the UK, the EEA, or Switzerland, that is a transfer outside your jurisdiction. We rely on the European Commission's Standard Contractual Clauses with our hosting provider as the transfer mechanism.
How long we keep it
| Data | Kept for |
|---|---|
| Your account and profile | Until you delete it |
| Accounts where the email was never confirmed | 30 days, then deleted automatically |
| Event attendance, camp membership, travel plans | Until you delete them or close your account |
| Security and audit log | 400 days, then deleted automatically |
| Consent records | Kept after account deletion, stripped of everything but the fact and date, so we can still show consent was given |
Your rights
If you are in the UK, the EEA, or Switzerland, GDPR gives you the rights below. We extend the same rights to everyone, wherever they live, because keeping two sets of rules would be worse for everybody.
- Access and portability (Art. 15, 20) — download everything we hold about you as a structured JSON file, straight away, from your account settings.
- Rectification (Art. 16) — correct your profile yourself at any time, or ask us.
- Erasure (Art. 17) — delete your account from your account settings. See below for what happens.
- Restriction and objection (Art. 18, 21) — ask us to stop processing your data while a dispute is sorted out, or object to processing based on legitimate interests.
- Withdraw consent (Art. 7(3)) — clear any optional profile field, or turn off the attendee-list option, at any time. Withdrawing does not undo what was lawful before.
- Complain — to your national data protection authority. In the EEA you can find yours through the European Data Protection Board; in the UK it is the ICO. You do not have to come to us first, though we would rather you did.
We answer requests within one month, as Art. 12(3) requires. Most of them are instant and self-service.
What happens when you delete your account
Deletion is not immediate, on purpose. When you ask:
- Your account is locked straight away and you are signed out.
- There is a 7-day grace period in which you can cancel, in case the request was not really you.
- After 7 days the erasure runs automatically and cannot be undone.
When it runs:
- Deleted outright: your email address, password, profile, every event signup, camp membership, travel plan and ride request.
- Kept, with you removed from it: event listings you created. Other members rely on those listings, so the listing stays and the link to you is cut.
- Handed over: if you organise a camp that other people are in, it passes to its longest-standing member rather than being deleted out from under them. A camp with nobody else in it is deleted.
- Kept, anonymised: the security log. The entries stay so the audit trail is not full of holes, but your email, user-agent, and IP hash are cleared.
- Kept, minimised: consent records, reduced to which document, which version, and when. This is the evidence we are required to be able to produce.
- An empty placeholder row remains in the database so these references stay valid. It holds no personal data and cannot be signed into.
Security
Passwords are hashed and salted (PBKDF2) and never stored or logged in the clear. The site is served only over HTTPS with HSTS. Accounts lock after five failed sign-in attempts. Two-factor authentication and passkeys are available and we recommend turning one on. The database is not reachable from the internet. Access to the server is limited to the volunteers who maintain it, by SSH key only.
No system is perfectly secure. If you find a vulnerability, please tell us at security@longlivetheoutlands.org rather than posting it publicly, and we will work with you.
Children
The site is not for children under 13, and we do not knowingly collect their data. If you believe a child under 13 has created an account, tell us and we will delete it. Where local law sets a higher age for consenting to online services — 16 in some EU states — that age applies instead.
Changes to this policy
We may update this policy. Each version carries a version number and an effective date. If a change is material we will ask you to acknowledge the new version when you next sign in.
Contact
Privacy questions and requests: privacy@longlivetheoutlands.org.