1. Who we are

Hampshire Cosplay for Charity, also referred to as “HCC”, “we”, “us” or “our”, is a volunteer community group supporting charities, fundraising events and community organisations.

For the purposes of applicable UK data-protection law, Hampshire Cosplay for Charity is responsible for the personal information described in this policy.

2. What this policy covers

This policy applies to:

• the Hampshire Cosplay for Charity website;
• the Hampshire Cosplay mobile app for Android and iOS;
• membership applications and member accounts;
• event attendance and participation records;
• member profiles, notices and group conversations;
• communications sent by email or push notification;
• administrative and safeguarding records.

3. Information we may collect

Account and membership information

Depending on how you use our services, we may collect:

• your name;
• email address;
• telephone number;
• postal address;
• date of birth or age information;
• password details stored in protected, non-readable form;
• membership status, role and joining information;
• profile photograph, biography, skills and cosplay information;
• emergency, safeguarding or accessibility information you provide.

Event and participation information

We may process:

• events you plan to attend or cannot attend;
• actual attendance and participation history;
• event tasks, responsibilities and administrative notes;
• vehicle-registration information where required by an event venue;
• information needed to organise safe and effective events.

Messages and user-provided content

The app may allow members to send messages, join group conversations, post replies, update profiles and upload images or other permitted content. We process this content so that the relevant app features can operate.

Device, app and technical information

We may collect limited technical information including:

• device type and operating system;
• app version and platform;
• session and authentication identifiers;
• push-notification permission and subscription status;
• push-notification identifiers associated with OneSignal;
• IP address and browser or app user-agent information;
• dates and times of sign-in, app use and account activity;
• technical logs used for security and fault diagnosis.

Website enquiries and applications

When you contact us, apply to join, ask to book the group or submit another website form, we process the information you provide so that we can respond and manage your request.

4. How we use personal information

We use personal information to:

• create, secure and manage member accounts;
• confirm identity and membership status;
• organise events and record attendance;
• provide member profiles and group conversations;
• send public notices, member updates and event reminders;
• deliver requested push notifications;
• respond to enquiries and membership applications;
• protect members, volunteers and the public;
• investigate misuse, safety concerns or technical faults;
• maintain the security and reliability of our systems;
• meet legal, safeguarding and legitimate administrative obligations.

5. Our reasons for processing information

Depending on the circumstances, we process information because it is necessary to provide a service you requested, because you have given consent, because it is required for a legitimate organisational or safeguarding purpose, or because we must meet a legal obligation.

You may withdraw consent for optional communications, including push notifications, through your device or app settings. Withdrawing consent does not affect processing that has already taken place lawfully.

6. Push notifications and OneSignal

The app uses OneSignal to deliver push notifications such as public announcements, member notices, event updates and message alerts.

OneSignal may process technical identifiers, subscription status, device information and notification interaction information to provide this service. Notifications can be disabled through the app or your device settings.

7. When information may be shared

We do not sell personal information. We do not use personal information for third-party advertising.

Information may be shared only where reasonably necessary with:

• authorised HCC administrators and event organisers;
• hosting and technical-service providers;
• OneSignal for push-notification delivery;
• email-delivery providers used to send operational messages;
• professional advisers or insurers where required;
• law-enforcement, safeguarding or regulatory authorities where legally required or necessary to protect someone.

Member information is not made public unless the member has chosen a public-profile option or the information is otherwise published with appropriate permission.

8. International processing

Some technical providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to use providers that apply appropriate contractual, organisational and legal safeguards.

9. Data security

We use reasonable technical and organisational measures designed to protect information from unauthorised access, alteration, loss or disclosure. These measures include account authentication, role-based administrative access, secure web connections, restricted server access and protected password storage.

No online service can guarantee absolute security. Members should protect their password, avoid sharing sign-in details and notify us promptly if they suspect unauthorised access.

10. How long information is kept

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, to manage membership, operate events, resolve disputes, protect users or meet legal and safeguarding obligations.

Account and membership information will normally be retained while an account remains active. When an account is deleted, information will be deleted or anonymised within a reasonable period, except where limited information must be retained for safeguarding, legal, financial, security or dispute-resolution purposes.

Messages and event records may be retained where needed to preserve the integrity of group conversations, attendance records or safeguarding history. Where possible, identifying account information will be removed or anonymised following an approved deletion request.

11. Children and young people

Hampshire Cosplay for Charity is a family-friendly group, but under-18 participants must act with the involvement and supervision of a parent, guardian or responsible adult in accordance with our Child Protection Policy.

Where information about a child or young person is collected, we limit its use to membership, safeguarding, event organisation and related operational purposes. Parents or guardians may contact us regarding the information held about a young person for whom they are responsible.

12. Your privacy rights

Depending on applicable law and the circumstances, you may have the right to:

• ask whether we hold personal information about you;
• request a copy of that information;
• ask us to correct inaccurate or incomplete information;
• request deletion of your account and associated information;
• request restriction of certain processing;
• object to certain uses of your information;
• withdraw consent where processing relies on consent;
• complain to the UK Information Commissioner’s Office.

We may need to verify your identity before responding. Some rights may be limited where retention is necessary for safeguarding, legal claims, fraud prevention or another lawful reason.

13. Account and data deletion

Members may request deletion of their app account and associated personal information using our public account deletion page:

Request account and data deletion

Deleting the mobile app from a device does not automatically delete the related member account.

14. External links

Our website and app may contain links to external websites or services. Their privacy practices are controlled by their respective operators, and this policy does not cover those external services.

15. Changes to this policy

We may update this policy to reflect changes to our services, legal obligations or technology. The updated effective date will be shown at the top of this page. Material changes may also be communicated through the app, website or email.

16. Contact us