This is the Scoop! Privacy Policy, and is designed to inform you about how the GM team looks after your personal information before, during, and after the game takes place. This includes information of any kind provided through any medium.

The members of the Scoop! GM team are collectively responsible for your personal information.

If you have any questions about this policy or our privacy practices, or would like an explanation about any aspect of it, please contact the GMs!

This policy makes use of the concept of 'explicit consent', which means:

• You are fully informed of how and why we are collecting your personal information.
• You are fully informed of who will be able to see your personal information once we hold it.
• Your consent is given explicitly, and not implied from your actions.
• Your consent may be withdrawn at any time for any reason.
• You always have the right to refuse to give us your personal information or to withdraw your consent for us to hold it at any time, though in some circumstances not giving us your personal information or withdrawing consent for us to use it may make participating in the game difficult or even impossible. We will let you know if this is the case.

Please note that your IP address and usage data about how you use the wiki are collected automatically. We will try to delete this on request.

In this policy, personal information refers to any information about an individual from which that person can be identified. It does not include information where the identity has been removed or obscured.

We may collect, use, store, and transfer different kinds of personal information about you:

• Your real name and personal pronouns.
• Your out-of-character email address.
• Your Discord account name.
• Any specific accessibility requirements you inform us about.
• Photographs of you (optionally).
• Your IP address.
• Usage data about how you use the wiki.
• Your contributions and edits to the wiki.

There are certain types of sensitive information relating to your identity which we might ask you for, and we will always ask for your explicit consent when taking such information:

Gender Identity: We may collect identifiable information in relation to your gender identity by requesting information about your personal pronouns. We will ask your explicit consent to hold such information, explaining why we want to know them and where they will be used. We will not collect any information in relation to your gender identity in any other form.

Health: We may collect identifiable information in relation to your health by requesting information about any accessibility requirements that you may have. We will ask your explicit consent to hold such information, explaining why we want to know it. We will not collect any information in relation to your health in any other form.

Other Sensitive Information: We will not collect any information in relation to any other sensitive information about you, such as your political opinions, religious or philosophical beliefs, sexual orientation, criminal convictions, etc.

You may give us your real name, out-of-character email addresses, or other personal information by adding such content to the wiki, through the character creation form, or through emailing us. This includes personal information you provide when applying to join the game or modifying your profile.

We may bring a camera to a game session to collect photos, but we will ask your permission before taking any pictures.

Your IP address and wiki usage data are automatically recorded when you use the website.

Below is a description of all the ways we plan to handle your personal information, and we will request explicit consent for them as part of your application to join the game.

Your real name is held for the purpose of ourselves and other players being able to identify you on the wiki. It will be displayed on various pages visible to us, and visible to anyone through your in-character bio on the Player Characters page. By default, it will be displayed as your first name followed by the first initial of your surname (except in cases where this does not uniquely identify you, in which case we will use only as much of your surname as necessary to distinguish you). You may request that we display your real name in any way you wish, but we ask that it is in a form in which you would plausibly introduce yourself to other players.

Your personal pronouns are held for the purpose of ensuring that we and other players address you correctly and to maintain your comfort while playing the game. They will be displayed on various pages visible to us, and visible to anyone on the Player Characters page.

Your out-of-character email address will be held only for the creation of an account on the wiki. This will only be visible to us, the Society Netrep and former Society Netrep, and (technically) Google and Vultr.

Your contributions and edits to the wiki are held so that we are fully informed of the progress of the game, as well as any issues that may arise. They will be displayed on the page itself (if you have just created the page or it is the most recent edit) and in the edit history for the page, including a comparison of changes, and visible to anyone who has access to the namespace in which the edit took place.

• Edits by you to any page in your user namespace, including Turnsheets, will be visible only to us.
• Edits by you to the Playground will be visible to anyone.
• Edits by you to other pages may be possible during the course of the game. These will be visible to anyone who has access to the namespace in which the page is contained.

Your file uploads are held so that we are fully informed of the progress of the game, as well as any issues that may arise. They will be displayed in the Media Manager and any page which you create or edit in order to display them, and visible to anyone who has access to the namespace in which the file was uploaded.

• Uploads by you to any page in your user namespace, including Turnsheets, will be visible only to us.
• Uploads by you to the Playground namespace will be visible to anyone.
• Uploads by you to other namespaces may be possible during the course of the game. These will be visible to anyone who has access to the namespace in which the file is uploaded.

Any accessibility requirements you may have are held so that we are able to make the game as accessible as possible for you. They will only be visible to us. As your accessibility requirements may be identifiable information about your health, which is sensitive information, we will ask for your explicit consent in order to hold such information, explaining who it will be visible to and for what purpose it will be held.

Your IP address and usage data about how you use the wiki are automatically collected by the DokuWiki software so that we may properly administrate and moderate the wiki.

We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a new or unrelated purpose, we will request your explicit consent to do so.

We may share your personal information with the oxfordrpg website administrator for the purpose of administrating or moderating the wiki when we are unable to do so.

There may also be situations where we may wish to share your personal information for other reasons. We will not do so without your explicit consent, explaining why we wish to share your personal information and for what reason.

We require anyone we share your personal information with to respect the security of your personal information and to treat it in accordance with this policy. We will not allow anyone to use your personal information for their own purposes and will only permit them to handle your personal information in accordance with administrating or moderating the wiki and the website or a purpose explicitly stated to you upon requesting your consent.

This wiki uses DokuWiki software, as well as a number of extensions freely available online, namely:

• ACL Manager
• AuthPDO Plugin
• Bootstrap3
• Color Plugin
• Configuration Manager Plugin
• Extension Manager Plugin
• Google Fonts Plugin
• Info Plugin
• LogViewer Plugin
• Move Plugin
• PageList Plugin
• Plain Text Authentication Plugin
• Popularity Feedback Plugin
• Revert Manager
• SafeFNRecode Plugin
• Styling Plugin
• Tag Plugin
• TemplatePageName Plugin
• Turnsheetomatic Plugin
• User Manager Plugin

To the best of our knowledge, these extensions will only handle your personal information in accordance with this policy. In addition, the wiki uses a number of extensions that have been developed by members of the Oxford Role Playing Game Society and which are not freely available online — these only handle your personal information in accordance with this policy.

We have put in place security measures to prevent your personal information from being used, accessed, altered or disclosed other than in accordance with this policy, or from being accidentally lost. We will only handle your personal information in accordance with this policy and are subject to a duty of confidentiality.

We will notify you if we become aware of any breach of this policy that concerns your personal information.

You may choose to decline to provide us with some of this information, or request that we remove information that we already have about you, but in some cases this may mean it is no longer possible for you to participate in the game.