What does the guild do with the details you send?
This notice explains what the forms collect, for what purposes, on what footing, for how long, and what you may ask of us. It is written to be read.
How are your details handled?
What the forms collect
The join form asks for your full name, an email address and a word about what interests you; it also offers, but never requires, a name for use at the table and a few lines about yourself. The seat-reservation form on the weekly meetups page asks for your name, an email address and the evening you prefer. Nothing further is required. We do not ask for dates of birth, home addresses or financial information.
The operator named on the About page and in the footer is responsible for the personal information collected through this website. The guild's volunteers handle your messages day to day on the operator's behalf.
Your rights
You may ask what we hold about you, ask for it to be corrected or deleted, and withdraw any consent you have given, at any time and without giving a reason. Write to hello@oceguild.com, or telephone the house, and a Warden will reply within a few days. If you are not content with the reply, you may complain to the Office of the Australian Information Commissioner.
Why the details are used
Details are used for the following purposes, and for no other:
- to reply to your message and to suggest an evening for a first visit;
- to send you the chat server invitation and the timetable for the week;
- to keep a seat for you and tell the Guide who will meet you;
- to keep a simple register of members, so that a Warden knows who is in the house.
On what basis
We use your details because you asked us to by sending a form, and because a guild that welcomes newcomers by name needs a simple record of who they are. Where we rely on your consent, as with photographs, you may withdraw it whenever you wish. We handle personal information in accordance with the Australian Privacy Principles.
How long they are kept
Seat requests are deleted after the evening to which they refer. Join form details are kept while you take part and for up to twelve months after your last visit, after which they are removed. Messages sent to the guild are deleted after three months, unless the conversation is still in progress.
Who sees them
Only the volunteers who need them: the organiser, the moderator and the Warden on duty. Details are held in an email account and a register that are not shared with anyone else, and they are never sold, never passed to advertisers and never displayed in the house. Our email provider handles messages on our behalf and is bound by its own privacy terms.
Cookies
The site stores two small items in your browser, one to remember that you confirmed your age and one to remember your cookie choice. They are listed, with their lifetimes, on the page that explains what cookies do.