Welcome to ConFuzzled UK Ltd’s privacy notice.
ConFuzzled UK Ltd (“ConFuzzled”) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (confuzzled.org.uk), register for or attend a ConFuzzled event, apply to or participate in our volunteer team, or otherwise interact with our services, regardless of where you are located. This privacy notice also tells you about your privacy rights and how the law protects you.
Please read this notice alongside any specific privacy information we give you at the point we collect your data (for example, when onboarding as a volunteer), which may add further detail for that particular activity.
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Important Information and Who We Are
ConFuzzled UK Ltd is the controller responsible for your personal data. We are a company registered in England under company number 06185967, whose registered office is at 20-22 Wenlock Road, London, N1 7GU, and whose correspondence address is Unit 20, Colemeadow Road, Redditch, B98 9PB.
Email: [email protected]
If you are a volunteer or staff member, please raise data protection concerns or requests with your Head of Department or HR in the first instance.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
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The Data We Collect About You
Personal data, or personal information, or personal identifiable information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymisedanonymous data).
We may collect, use, store and transfer different kinds of personal data about you, depending on how you interact with us:
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Identity Data includes furry nickname, first name, last name, date of birth (where age verification is required).
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Contact Data includes postal address, email address, and phone number.
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Membership Data includes voting/membership status for voting members of the club.
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Registration Data includes ticket type, room preferences, t-shirt size and attendance history for people registering to attend the convention.
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Health Data includes allergies and medical notes you provide on the registration form, where relevant to your safety and welfare at the event. This also includes records of any medical incidents raised with our medical team by yourself or on your behalf during the convention.
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Conduct Data includes records of code of conduct warnings, final warnings, and event bans, held to protect the safety of our community and enforce our terms of attendance.
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Volunteer/Staff Data includes application answers, role history, references, availability, and (where relevant to a role) safeguarding check outcomes.
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Technical Data includes IP address, browser type and version, device information.
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Usage Data includes information about how you use our website and services.
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Payment Data includes data collected and held directly by our third-party payment processor (see section 6 below), not by us.
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Marketing Preferences includes your choices about the communications you’d like to receive from us.
We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law, as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
For attendees, the registration form asks for allergies and medical notes, which is health data and a special category of personal data under Article 9 of UK GDPR. We collect this with your explicit consent and use it only to protect your health and safety at the event, for example, briefing the venue and on-site medical volunteers where relevant. You can choose not to provide this, though it may limit our ability to accommodate a specific need or may hinder any medical support we can provide on-site.
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How is Your Personal Data Collected?
We use different methods to collect data from and about you, including through:
- Direct interactions. You may give us your Identity, Profile and Contact Data by filling in forms or by corresponding with us by email or otherwise. This includes personal data you provide when you:
- Create an account on our website;
- Register for an event, promotion or survey;
- Apply for a volunteer role; or
- Give us feedback, contact us, or sign up to a newsletter.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
- Via third parties acting on our behalf. By registering for attendance, you will be interacting with a third- party payment processor. You may give such third parties your Identity, Profile, Contact and Payment Data. Such third- party systems may also use automated technologies to gather Technical Data and Usage Data.
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How We Use Your Personal Data
We will only use your personal data where the law allows us to. Most commonly, we will use your personal data in the following circumstances:
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Where we need to perform the contract we are about to enter into or have entered into with you.
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Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
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Where we need to comply with any legal obligations.
Generally, we do not rely on consent as a legal basis for processing your personal data, although we will get your consent before sending third- party direct marketing communications to you via email or any other communication methodsans. You have the right to withdraw consent to marketing at any time by contacting us (see section 12 below).
We have set out below, in table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
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Cookies
Our website uses cookies, small text files placed on your device, to remember your preferences, support core functionality such as your registration session, and (where you consent) provide anonymised analytics.
Non-essential cookies are only set with your consent, which you can give or withdraw via the cookie banner shown on your first visit, or by changing your browser settings. Disabling cookies may affect how parts of the site and the registration system function.
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Payments
We use Xero as our accounting platform and take payments through Xero’s built-in Stripe integration. When you pay an invoice from us, Xero manages the invoicing and payment collection, and your card details are collected and processed directly by Stripe, who areis independently responsible for PCI-DSS compliance. We do not store your full card details on our own systems.
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Who We Share Your Data With
We do not sell or rent your personal data, and we do not share it with third parties for their own marketing purposes.
We share data with:
- Service providers who process data on our behalf under our instructions, including Stripe (payment processing), Xero (accounting), Google Workspace (email and office/document tools), our hosting provider(s), and our email/newsletter provider.
- Our hotel partners, Hilton and Crowne Plaza, where you book accommodation through us, so they can fulfil your booking.
- Professional advisers, such as accountants or insurers, where necessary.
- Regulators, law enforcement, or courts, where we’re required to disclose data by law, or where necessary to prevent fraud, protect safety, or enforce our terms & conditions.
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International Transfers
Some of our service providers are based outside the UK or may store data outside of the UK as part of providing their service, for example Stripe, Google Workspace, and our hotel partners Hilton and Crowne Plaza. Where we transfer personal data outside the UK, we ensure an appropriate level of protection by relying on either a UK adequacy regulation covering the destination country, or the UK’s International Data Transfer Agreement/Addendum to the EU Standard Contractual Clauses with the recipient.
Our hosting infrastructure is based in the EU. Transfers of personal data from the UK to the EU/EEA are covered by the UK’s adequacy regulations for the European Economic Area, so no additional transfer safeguard is required for this hosting arrangement.
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Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those staff, volunteers, contractors and other third parties who have a business need to know.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are required by lawlegally required to do so.
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Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect ofto our retention with you.
As a members’ club, we are required to maintain a register of our voting members while they remain members. Membership data is retained for as long as someone is a current voting member, and for a limited period afterwards to meet our record-keeping obligations.
Registration data for attending the convention (ticket type, room preferences, t-shirt size, and similar per-event details) is retained for as long as you hold an account with us, and for up to 3 years after your last convention registration.
Code of Conduct warnings and ban records are retained for as long as necessary to protect the safety of our community, reflecting the ongoing and safeguarding-sensitive nature of this information. We review these records periodically to confirm continued retention remains necessary and proportionate.
Financial records are retained for as long as you hold an account open with us, and afterwards for the period required by UK tax and company law (currently up to six years from the end of the relevant financial year).
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Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights may include the right to:
- Request access to your personal data.
- Request correction or amendment of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of the processing of your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
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If you want us to establish the data’s accuracy.
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Where our use of the data is unlawful but you do not want us to erase it.
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Where you need us to hold the data even if we no longer require it, as you need it to establish, exercise or defend legal claims.
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You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
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Marketing Preferences
We will only send you direct marketing by email where you’ve opted in. You can withdraw consent at any time by using the unsubscribe link in any marketing email or by emailing [email protected]. Withdrawing consent won’t affect service communications we need to send you, such as updates about a registration you hold.
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Links to Other Websites
Our website may link to third- party websites. This notice only covers our own site, and; we would encourage you to review the privacy policy of any third-party site you visit, including from links we provide.
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Changes to This Notice
We review this notice regularly and may update it to reflect changes in our practices or the law. We will post the updated version with a new last reviewed date, and for material changes we will take reasonable steps to bring them to your attention.
| Purpose/Activity | Type of Data | Lawful Basis |
|---|---|---|
| Processing your application to become a voting member of the club | Identity, Contact | Necessary to comply with our obligations as a members’ club (including maintaining a register of members) |
| Processing your registration to attend the convention | Identity, Contact, Payment | Performance of a contract with you |
| Recording allergies and medical notes to protect your health and safety at the event | Health (special category) | Explicit consent (Article 9 UK GDPR) |
| Recording code of conduct warnings and event bans to protect the safety of our community and enforcement of our terms & conditions | Conduct Data | Legitimate interests (safety of members, attendees, volunteers and staff; enforcing our terms & conditions) |
| Processing volunteer/staff team applications | Identity, Contact, Profile (application answers, references) | Legitimate interests (recruiting and running our volunteer team); consent where special category data is provided |
| Managing our relationship with you, including service updates and requested communications | Identity, Contact, Profile | Performance of a contract; legitimate interests (keeping records accurate); legal obligation |
| Sending marketing communications | Identity, Contact | Consent (opt-in only, see ‘Your Choices’) |
| Administering and securing our website and registration system | Technical, Contact | Legitimate interests (running our systems, network and payment security, fraud prevention) |
| Identifying and returning lost property | Identity, Contact | Legitimate interests (member and attendee welfare) |
| Producing statistical summaries to report on and improve our services | Usage, Aggregated Data | Legitimate interests (understanding and improving our event) |
| Complying with our legal and regulatory obligations (e.g. tax, company law, safeguarding) | As relevant to the obligation | Legal obligation |
Code of Conduct and ban records are shared internally only with staff and volunteers who need to check registrations and protect community safety. This will primarily be managed by, such as the registration department and con-ops teams.
Where we use a processor, we have a contract in place requiring them to keep your data secure, use it only for the purposes we specify, and not use it for their own direct marketing.
Further details can be found at the end of this notice. If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than thisa month if your request is particularly complex or you have made a number of requests in a short timeframe. In this case, we will notify you of any delays and keep you updated.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction/amendment of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request forof erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: