Privacy Policy

1. Who we are

PlayAble Gaming CIC is a Community Interest Company providing an inclusive and accessible gaming space, activities and community services.

Organisation

PlayAble Gaming CIC

Address

3 Brunswick Road, Gloucester, United Kingdom

Email

admin@playableglos.co.uk

Company number

17194111

For data protection purposes, PlayAble Gaming CIC is the data controller for the personal information covered by this policy.

2. Information we may collect

Depending on how you interact with PlayAble, we may collect:

• your name;
• email address and telephone number;
• billing and payment information;
• booking and membership information;
• details of events, sessions or services you have booked;
• correspondence and enquiries you send to us;
• information submitted through forms on our website;
• information about your preferences or requirements;
• information about a parent, guardian or carer where relevant;
• technical information relating to your use of our website, such as IP address, browser type and device information; and
• information you choose to provide about accessibility, disability, health or support requirements.

We will only ask for information that we reasonably need.

3. Accessibility and health information

Because PlayAble provides accessible and inclusive services, you may choose to tell us about a disability, health condition, accessibility requirement or other support need. Some of this information may be classed as special category personal data under UK data protection law and receives additional protection.

Where we need this information to make appropriate arrangements for you, we will explain why we are asking for it. Where required, we will ask for your explicit consent to process it. You do not need to provide more information about a diagnosis or condition than is necessary for us to understand and meet your requirements.

4. How we use your information

We may use your personal information to:

• manage bookings, memberships and payments;
• provide the services, sessions and activities you have requested;
• communicate with you about a booking, event, membership or enquiry;
• make appropriate accessibility or support arrangements;
• respond to questions, feedback or complaints;
• administer events and community activities;
• keep appropriate financial and business records;
• maintain the safety and security of our services and website;
• understand how our website and services are being used;
• improve PlayAble's services; and
• send you news or marketing communications where we have an appropriate lawful basis to do so.

We will not sell your personal information.

5. Our lawful bases

UK data protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

Contract

Where we need your information to provide a service, membership, booking or other arrangement you have requested.

Legal obligation

Where we are required to process or retain information to comply with the law, including financial and regulatory requirements.

Legitimate interests

Where processing is reasonably necessary for the operation, administration, security or improvement of PlayAble and those interests do not override your rights and freedoms.

Consent

Where you have made a clear choice for us to use your information for a particular purpose. You can withdraw your consent at any time.

Where we process special category information, such as information about your health or disability, we will also identify an appropriate additional condition under data protection law. This may include your explicit consent.

6. Payments

Where you make a payment online or in person, payment information may be processed by our payment service providers. PlayAble does not need to receive or store your complete payment card details where payments are handled directly by a payment provider.

Payment providers process information in accordance with their own privacy policies and legal obligations.

7. Who we share information with

We may use trusted organisations to help us operate PlayAble and our website. These may include providers of:

• website hosting and technical services;
• booking and membership systems;
• payment processing;
• email and communications;
• accounting and financial services;
• cloud storage and IT systems; and
• website analytics.

These organisations may process personal information on our behalf or, in some circumstances, act as separate data controllers. We may also disclose information where we are legally required to do so or where this is necessary to protect someone's safety or our legal rights. We do not sell personal information to third parties.

8. International transfers

Some technology providers we use may process or store information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with UK data protection law and that appropriate safeguards are in place where required.

9. How long we keep your information

We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, safeguarding and regulatory requirements. Different types of information may therefore be kept for different periods. When information is no longer required, we will securely delete, anonymise or dispose of it where appropriate.

10. Children's information

Some PlayAble services and activities are available to children and young people. Where appropriate, we may collect information from a parent or guardian when a child participates in our services. We will only collect information about children that is reasonably necessary to provide the service, manage safety and accessibility, or meet our legal and safeguarding responsibilities. We take additional care when handling children's personal information.

11. Marketing

We may occasionally send information about PlayAble's activities, events or services where you have agreed to receive it or where we otherwise have a lawful basis to contact you. You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us.

We will still be able to send essential service communications relating to an existing booking, membership or other service.

12. Cookies and website analytics

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage and improve our services. Some cookies are necessary for the website to function and do not require consent. Where consent is required for optional cookies or similar technologies, we will ask for it before using them. You can change your cookie preferences through the controls provided on our website.

Further information about the specific cookies and technologies used by the website should be available through our cookie information or cookie settings.

13. Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access to personal information is limited to people and service providers who reasonably need it for their role or service.

14. Your rights

Depending on the circumstances, UK data protection law gives you rights over your personal information. These can include the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information in certain circumstances;
• ask us to restrict how we use your information;
• object to certain uses of your information;
• receive certain information in a portable format; and
• withdraw consent where we rely on consent.

Not every right applies in every situation. To exercise your rights, please contact us using the details at the top of this policy.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to address them. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. Information about your rights and how to make a complaint is available from the ICO.

16. Changes to this policy

We may update this privacy policy when our services, website, systems or legal obligations change. The latest version will be published on our website and the date at the top of this page will show when it was last updated.