Privacy Policy

This policy is in addition to the Oxford LARP Society Data Protection Policy

• Your out-of-character (OC) name
• Your primary out-of-character (OC) email address (i.e. the one which you receive in-game emails to, listed as “Email” on the “update profile” page)
• Your in-character (IC) email address (i.e. the one of the form *@underlings.oxfordlarp.com)
• Photographs of you taken during the game
• User generated content, which includes:
  • Your edits to the wiki
  • Your emails sent via the IC system.
  • Your emails to the GM email address

• We will display the OC name that you provide us on your in-character bio page, on your userpage, and on the “characters” page. This will be visible to anyone who looks at the wiki.
  • By default, this will be displayed and stored on-wiki as your given name, plus the initial of your family name (e.g. Mike C).
    • In the event that this is not enough to uniquely identify you, we will use up to three letters of your family name (e.g. Mike Che). If that isn’t enough to uniquely identify you, then people will just have to deal with it.
  • If you wish your name to be displayed in another form (e.g. initials only) then let us know.
• Email the GM team if you wish to change how your name is displayed.
• We request that this name is the same as you would use to introduce yourself to other players.

• Your IC email will be visible to everyone on your bio page. However, only people with a wiki account (i.e. players and GMs) can send emails to this IC email.
• Any emails which are sent to an IC email address are visible to the entire GM team.
• Any emails sent to an IC email address (from either a Primary or Secondary email address) will appear to come from an IC email address. Your OC email address is not exposed when sending to an IC email.
  • However, other metadata on your OC email address (e.g. the name which is associated with it in the email header) may be visible to the recipient.
  • Emails cannot be sent to IC email addresses (other than to the GM team) from other email addresses (i.e. email addresses which are not Primary or Secondary email addresses).
• Your primary OC email is visible to the GM team, as this is required to administer your wiki account. It is not visible to players, even when you send email from this address through the IC system.
• You may change your email addresses at any time by clicking the “Update Profile” link while logged in, (use this link on mobile) to the end of any wiki URL
• A primary email address is required for the account to exist. Once the game is over, you may change this to an invalid or non-existent address if you wish to keep the ability to log in, but do not wish your OC email address to be stored. This will prevent you from being contacted via the IC email system.
  • Do not do this during the game. This will result in you no longer having access to the IC email system, which is required to play.
  • This will prevent you from recovering your account if you forget your password.
• Do not change your email address to ANY IC address. This breaks the wiki.
• We will use your email addresses only for game related purposes and will not disclose them outside the GM team.
• When setting up your account, we will set your email address to be the one supplied in the character creation form.

• During the first couple of sessions, we will take IC portraits of everyone.
• These portraits will be displayed on your bio page, but will only be visible to logged in users (i.e. players and GMs), and the administrator of the wiki servers.
• You can opt-out of having your portrait displayed, or provide us with an alternative photo, at any time.
• Other photos taken during the game may be added to the wiki later on. These will also only be visible to logged in users and the administrator of the wiki servers. On request, we will take down any photographs.
• Photographs taken during the game may be added to the OLS Discord server. On request, we will take down any photographs from discord.
• Photographs taken during the game may be used for promotional purposes by OLS. We will make reasonable attempts to contact you before using any photos in which you are identifiable, and will not use any photographs where you are in the foreground without your permission.

• This section covers your edits to the wiki, and your emails via the IC system.
• Edits to any page in your userspace (pages with a URL containing /user:[your account name]:, including turnsheets) are visible only to you, the GM team, and the administrator of the wiki servers.
• Edits to pages in the playground (/playground:playground, and other pages with a URL containing /playground:) are visible to everyone.
  • Photographs uploaded to the playground namespace will be visible only to logged in users and the administrator of the wiki servers.
• In the event that you are able to edit other pages, we will inform you who has access (which will always be at least you, the GM team, and the administrator of the wiki servers)
• In the event that your personal data is disclosed in such edits and you wish it to be removed, inform the GM team.
  • We will, at the soonest opportunity, disable the revision history on all pages (and edit out the data if this has not yet been done), which will limit visibility only to the GM team.
  • We will then contact the administrator of the wiki servers to delete the revision(s) containing personal data.
  • Revision history will be re-enabled once the revision(s) have been deleted.
• If you wish the GM team to delete an email which contains personal data, then email the GM team.
• If another player requests that you delete an email which they have sent to you, then you should honour this request.
• Please do not use the IC email system for OC communication, except to swap OC contact details.

• By default, your account will remain active once the game is over.
• If you wish us to delete your account once the game us over, then email the GM team and all records and material held on you will be deleted. This does not include game-related documents such as turnsheets and userpages which do not identify you OC.
• If this occurs, you will no longer have access to your userpage, turnsheets, or to any pages restricted to logged-in users.
• A wiki account is required to play the game.

• The GM responsible for enforcing this policy is Mike. They can be contacted via the GM email, or via michaelchester1989@gmail.com if you do not wish to inform the entire GM team.