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Privacy Policy for Members

1. Who Processes Your Information?

1.1 Mindful Gaming UK is the data controller of the personal information you provide to us. This means Mindful Gaming UK determines the purposes for which, and the manner in which, any personal data relating to members and their families is processed.

1.2 In some instances, your data may be outsourced to a third-party processor. This will only occur with your consent, unless legally required. When outsourcing data, Mindful Gaming UK ensures that the same data protection standards are upheld by the processor.

1.3 Mindful Gaming UK has appointed a Data Protection Officer (DPO) who represents the organization regarding its data controller responsibilities. The DPO can be contacted at info@mindfulgaminguk.org.

1.4 The DPO oversees and monitors the organization’s data protection procedures to ensure compliance with GDPR (General Data Protection Regulation) and the Data Protection Act 2018.

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2. Why We Collect and Use Members' Information

2.1 Mindful Gaming UK holds the legal right to collect and use personal data relating to members and their families. We may also receive information from their school or local authority.

2.2 We collect and use personal data to meet legal requirements and legitimate interests as outlined in GDPR and UK law, including Article 6 (Lawfulness of Processing) and Article 9 (Processing of Special Categories of Personal Data) of GDPR.

2.3 The personal data of members and their families is collected and used for the following reasons:

  • To support member participation (GDPR Article 6(1)(b))

  • To monitor and report on member attendance and progress (GDPR Article 6(1)(e))

  • To provide appropriate pastoral care (GDPR Article 6(1)(d))

  • To assess the quality of our services (GDPR Article 6(1)(f))

  • To ensure the safety of children (e.g., food allergies, emergency contact details) (GDPR Article 6(1)(d))

  • To meet statutory duties for data collection (GDPR Article 6(1)(c))

  • To ensure consent and wellbeing during all activities (GDPR Article 6(1)(a))

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3. What Information Do We Control and Process?

3.1 While most of the personal data you provide to Mindful Gaming UK is mandatory, some is provided voluntarily.

3.2 When collecting data, Mindful Gaming UK will inform you whether the data is mandatory or if your consent is required. Where consent is needed, Mindful Gaming UK will provide specific and explicit information regarding the reasons for data collection and its usage.

3.3 The categories of member information collected, held, and shared by Mindful Gaming UK include:

  • Personal Identifiers and Contacts (e.g., name, contact details, address)

  • Safeguarding Information (e.g., court orders, concerns, professional involvement)

  • Medical and Administration (e.g., allergies, medication, dietary requirements, SEND)

  • Attendance (e.g., number of events attended)

  • Behavioural Information (e.g., incidents, concerns)

  • Consent Information (e.g., consent for internet use, photography, publication)

  • Activities (e.g., specific activity consent, capability)

3.4 This list is not exhaustive. For the current list of categories of information processed, please contact Mindful Gaming UK's Data Protection Officer at info.mindfulgaminguk.org.

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4. How Long Is Your Data Stored?

4.1 Personal data relating to members of Mindful Gaming UK and their families is stored in accordance with the organization’s GDPR Data Protection Policy. Mindful Gaming UK does not store personal data indefinitely; data is only stored for as long as necessary to complete the original task.

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5. Where Will My Information Be Shared?

5.1 Mindful Gaming UK will not share your personal information with third parties without your consent, unless legally permitted. Mindful Gaming UK routinely shares member information with:

  • Their school or college (GDPR Article 6(1)(e))

  • The local authority (GDPR Article 6(1)(c))

  • Social care services (GDPR Article 6(1)(d))

  • The police (GDPR Article 6(1)(e))

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6. Your Rights Regarding Your Data

6.1 Parents and members have the following rights concerning the processing of their personal data:

  • To be informed about how Mindful Gaming UK uses your personal data (GDPR Article 13)

  • To request access to the personal data that Mindful Gaming UK holds (GDPR Article 15)

  • To request amendments to your personal data if it is inaccurate or incomplete (GDPR Article 16)

  • To request the erasure of your personal data where there is no compelling reason for its continued processing or retention (GDPR Article 17)

  • To request the restriction of your data processing (GDPR Article 18)

  • To object to the processing of your personal data (GDPR Article 21)

6.2 Where data processing is based on consent, you have the right to withdraw this consent at any time (GDPR Article 7).

6.3 If you have concerns about how Mindful Gaming UK is collecting or using your personal data, you can raise them with the Information Commissioner’s Office (ICO).

Privacy Policy - the basics

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