Out Making Games – Privacy Policy

Welcome to the Out Making Games Privacy Policy.

It is important that you read this policy carefully. This policy explains how we look after your personal data and also tells you about your privacy rights.

1. Important information and who we are

This policy provides information about how we, Out Making Games CIC, a company registered in England and wales with registration number 12915414  and address International House, 12 Constance Street, London, England, E16 2DQ (“Out Making Games”,“we”, “us”, “our”), collect and process your personal data through your use of our website, sign up to our newsletter, participate in our surveys, join our communities or when you use our online communities such as our Slack community (outmakinggames.slack.com) (our “Services”).

Our Services are not intended for children and we do not knowingly collect data relating to children.

Out Making Games is the controller and responsible for your personal data. We do not have an appointed Data Protection Officer.

If you have questions about this policy or our privacy practices you can contact us at outmakinggames@gmail.com. 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues. We would, however, appreciate if you would reach out to us first to see if we can resolve your questions or concerns.

The ICO’s address and contact details:            
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

We keep our policy under review. This version was last updated 27 May 2022. Historic versions can be obtained on request to us by email.

It is important that the personal data we hold about you is accurate. Please keep us informed if your personal data changes during your relationship with us.

Our Services may include links to third party websites or services. Clicking on those may allow third parties to access data about you. We do not control or endorse those third parties and we are not responsible for their privacy practices. When leaving our Services, we encourage you to read the privacy policies of the third party services you are using.

2. The data we collect about you

We may collect and process the following types of data about you in connection with your use of our Services, which we have grouped together as follows:

  • Identity Data: such as your full name, user name, gender and similar identifiers.

  • Contact Data: such as your email address, telephone number and/or address.

  • Profile Data: such as your username, profile image, profile biography for our Services, your interests and preferences, feedback and survey responses.

  • Usage Data: such as your posts and comments made in our Services, where we make that functionality available.

  • Marketing Data: such as your preferences regarding marketing communications, attending events, invitations and email newsletters.

We do not knowingly store or process any special categories of personal data about you, such as (without limitation) your race or ethnicity, sexual orientation, or religious beliefs. Nor do we knowingly store or process any criminal offenses or convictions data about you.

Where we need to collect personal data about you by law or because it is required (such as for us to provide the Service to you), if you fail to provide the personal data to us we may not be able to provide you with the Service. 

3. How your personal data is collected

We use the following method of data collection:

Direct interactions: You may give us your Identity Data, Contact Data and Marketing Data by filling in forms or corresponding with us on or in connection with our Services or by email. This includes when you:

  • Request to join our Services, such as our Slack group

  • Create an account in connection with our Services

  • Subscribe to our marketing communications

  • Participate in our surveys or promotions

  • Give us feedback or contact us

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • When we need to perform a contract we have entered into with you

  • When we need to comply with a legal obligation

  • When it is necessary for our legitimate interests (or those of a third party) and your interests or fundamental rights do not override those interests

Generally, we do not rely on consent as a legal basis for processing your personal data although we will obtain your consent before sending you direct marketing communications such as our email newsletter. You have the right to withdraw from our direct marketing communications at any time by emailing us to let us know.

We have set out below a description of the ways we use your personal data and the legal bases we rely upon to do so. In some instances we may rely upon several legal bases. If you require more information, please contact us.

Marketing communications and invitations

You may receive marketing communications from us where you have requested to receive them or where we think they are interesting for you and you have not opted-out of receiving them. We will get your consent before sharing your personal data with any third party for marketing purposes.

You can ask us to stop sending you marketing messages any time by emailing us.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose (in which case, we will let you know). If you require an explanation of any such new purpose we notify you of, you can contact us.

5. Disclosures of your personal data

We generally do not share your personal data with third parties. However, please note the following:

  • For certain of our Services, in particular for our Slack channel, your use of the Service involves you using technologies and services provided by Slack Technologies LLC. You can read their privacy policy here: https://slack.com/intl/en-gb/trust/privacy/privacy-policy

  • As part of operating our Services we make use of the services of IT service providers (such as Google, for our use of Gmail). Such third party IT service providers may therefore receive your data. Please review their respective privacy policies for more information.

  • If you attend our in-person events, we may need to share your data with our event partners (such as the organisation providing the venue), in the course of organizing the event and ensuring the safety and security of attendees.

We require any third parties receiving your data from us to keep it secure and treat it in compliance with laws. We do not permit any third parties receiving your data to use it for their own purposes.

We do not transfer your personal data outside of the United Kingdom.

6. Security

We have put in place security measures, such as password access, to help prevent your personal data being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those in our organisation who need to know.

In the event a data security breach event occurs, we will notify you and any applicable regulator where we are required to do so.

7. Data retention

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for satisfying any legal, tax, regulatory or accounting requirements. We may retain your personal data for longer if we reasonably anticipate litigation with you.

When determining the appropriate retention period, we consider the amount, nature and sensitivity of the data and the risk of potential harm from unauthorized use or disclosure, and the purposes for which we process the data and whether those purposes can be achieved by other means. We also consider our legal, tax, regulator and accounting obligations. For more details about how long we retain your data for, you can reach out to us on email.

8. Your legal rights

Under certain circumstances you have rights under data protection laws in relation to your personal data. 

  • Your right of access - You have the right to ask us for copies of your personal information. 

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

  • Your right to withdraw consent – If we rely on your consent to process the personal data, you can withdraw you consent at any time by notifying us.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at outmakinggames@gmail.com if you wish to make a request.

We do not charge a fee to fulfill your requests to exercise the above rights. However, we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in those circumstances.

To fulfill your request we may need information from you to help us confirm your identity. This is a security measure to help ensure you are who you say you are, and, for example, help reduce the risk of your data being disclosed to a third party. We may also request clarification from you about your request.

We try to respond to all requests for exercise of the above rights within one month. Occasionally it may take us longer. If that is the case, we will keep you reasonably updated.