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Hail Mary Games and Your Information

Hail Mary Games takes your privacy very seriously.
We are registered with the Information Commissioner as a Data Controller, and our registration number can be found by searching at https://ico.org.uk/ESDWebPages/Search.

If you have any questions or wish to make a request in relation to your information, please contact the Data Protection Lead at: hailmarygames@outlook.com.

Hail Mary Games is permitted to collect, use, store, and share information about you, for the purposes of our legitimate interests or for the performance of a contract.

Some of your personal information is transferred outside of the UK to EU Member States. This is permitted under GDPR as we have the necessary safeguards in place to protect your personal data when transferred.

Collecting Your Information

We will collect information about you, either directly – when you engage with our events or make purchases in store – or indirectly through CCTV or the collection of functional cookies on our website.

The information we collect will be stored on computer and electronic systems and includes:

• Personal Data: Basic details about you, such as your address, date of birth, and contact details.

• Sensitive Personal Data: Information you volunteer to us about your health and any disabilities (e.g., allergies or accessibility needs when enquiring about events).

Hail Mary Games will also collect information through observed routes such as CCTV and telephone recordings. These uses are generally in line with our ‘legitimate interests’ as an organisation, and the use of this information is supported by our DPO to ensure your rights are properly observed.

Using Your Information

Hail Mary Games will use your information in the following ways:

• To manage your membership in our loyalty scheme, including tracking points and providing rewards.

• To keep you informed about events, promotions, and updates through our mailing list (if you have consented or are an active customer who has not opted out).

• To administer and manage bookings for events or tournaments you sign up for.

• To tailor event experiences and accommodate special requirements, such as allergies or accessibility needs.

• To process payments for purchases, events, and subscriptions.

• To ensure the safe and efficient running of events.

• To support customer service enquiries and resolve complaints.

• To gather feedback and improve our services, events, and customer experience.

• To comply with legal and regulatory obligations, such as financial record-keeping and health and safety regulations.

To undertake these activities, your information may be shared internally across our team. We ensure that only authorised personnel have access to your data and only when necessary.

Sharing Your Information

Hail Mary Games works hard to ensure that only the right people have access to your information.

We use other companies to help deliver our services, such as:

• Email System: Microsoft

• Data Storage: Microsoft

• Website Provider: Wix

• Finance Software: QuickBooks

Personal data will never be shared with organisations not involved in supplying services to us without prior notice, except in the following circumstances:

• Sharing with the police or tax authorities for crime prevention or detection.

• In the wider public interest, such as safeguarding public safety.

• To safeguard children or vulnerable adults.

• Under court orders requiring us to share.

We may also share your information during medical emergencies, including mental health emergencies. This sharing will be in line with our Information Sharing Protocol.

Information Rights

Data protection law provides you with a number of rights, which Hail Mary Games is committed to supporting:

• Right to Access: You can obtain confirmation that your information is being used, stored, or shared, and request a copy of the information held about you.

• Right to Object or Withdraw Consent: You can object to us processing your data or withdraw your consent at any time.

• Right to Correction: You can request that incorrect information about you be corrected.

• Right to Portability: You can ask us to transfer your information to another organisation on your behalf.

If you have concerns, please contact our Data Protection Lead or visit https://ico.org.uk/for-the-public/ for more information.

Protecting Your Information

Hail Mary Games is committed to ensuring the security and confidentiality of your information by:

• Providing regular staff training about protecting personal data.

• Enforcing strict policies and regularly reviewing them.

• Minimising the amount of data shared or accessed.

• Using controlled access systems to ensure only authorised personnel access data.

• Using encrypted emails and storage.

• Managing incidents to learn and improve from them.

Storing Your Information

• Customer Information: Retained for 3 years after the last interaction to maintain customer relationships.

• Loyalty Scheme Records: Retained for 6 years after account closure to comply with UK law.

• Mailing List Subscription Records: Retained until consent is withdrawn.

• Event Booking Information: Retained for 1 year after event completion to handle event-related inquiries and complaints.

• Payment Records: Retained for 6 years to comply with HMRC financial record-keeping regulations.

• Customer Service Records: Retained for 3 years after resolution to ensure records are available for dispute resolution and quality improvement.

• CCTV Footage: Retained for 28 days unless required for investigation, following ICO recommendations.

• Feedback and Surveys: Retained for 2 years to provide insights for service improvement while balancing data retention obligations.

• Complaints

• You have the right to make complaints and request investigations into how your information is used. Please contact our Data Protection Officer for assistance or visit https://ico.org.uk/for-the-public/ for more detailed information.

• Profiling or Automated Decision-Making

• Hail Mary Games does not undertake automatic profiling or automated decision-making in relation to your information.