Last updated 18th December 2016
The privacy of our website visitors and our members is important to us. This notice explains how we will treat personal information that we might collect from the website or other practices.
(1) Information collection
The following kinds of personal information may be collected, stored and processed:
- information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser, operating system, referral source, length of visit, page views, website navigation);
- information relating to any transactions carried out between you and us on or in relation to this website;
- information that you provide to us as part of the registration process;
- information that you provide to us for subscribing to our website services, email notifications and/or newsletters;
- information that you provide through present or future membership, whether accessed electronically or via manual processes;
- any other information that you choose to share on the website or send to us directly.
A cookie consists of a piece of text sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the visitor’s session, and to retain other settings for the visitor.
We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website and we will use the persistent cookies to enable our website to recognise you when you visit.
Our cookies help us:
- Make our website work as you’d expect
- Save you having to login every time you visit the site
- Remember your settings during and between visits
- Improve the speed/security of the site
- Allow you to share pages with social networks like Facebook
- Personalise our site to you to help you get what you need faster
- Continuously improve our website for you
- Make our marketing more efficient (ultimately helping us to offer the service we do at the price we do).
- Collect any personally identifiable information (without your express permission)
- Collect any sensitive information (without your express permission)
- Pass data to advertising networks
- Pass personally identifiable data to third parties
- Pay sales commissions.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
We do not currently permit third-party advertisers or utilize third-party payment service providers. However, any future advertisers/payment services providers may also send you cookies.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies. Blocking all cookies will, however, have a negative impact upon the usability of many websites, including this one.
If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies, we take this, and your continued use of our website, to mean that you are fine with this.
Website Function Cookies
Our own cookies
- Determining if you are logged in or not
- Remembering your search settings
- Showing you which pages you have recently visited
- Allowing you to add comments to our site
- Tailoring content to your needs
- Remembering your preferences such as colours, text size and layout.
There is no way to prevent these cookies being set other than to not use our site.
Third party functions
Our site, like most modern websites, includes functionality provided by third parties. A common example is an embedded YouTube video. Disabling these cookies will likely break the functions offered by these third parties
Social Website Cookies
So you can easily “Like” or share our content on the likes of Facebook and Twitter we have included sharing buttons on our site. The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.
Anonymous Visitor Statistics Cookies
More information about cookies, please consult http://www.allaboutcookies.org/.
(3) Using your personal information
We may use your personal information to:
- administer the website;
- improve your browsing experience by personalising the website;
- enable your use of the services available on the website;
- send you general communications;
- send you email notifications which you have specifically requested;
- send to you our newsletter and other communications relating to The Society for the Study of Sound and Music in Games, or to carefully-selected third parties which we think may be of interest to you by email or similar technology. You can inform us at any time if you no longer require these communications;
- provide third parties with anonymised statistical information about our users – but this information will not be used to identify any individual user;
- deal with enquiries and complaints made by or about you;
- maintain and display Society membership directories and registers in restricted areas of the website, where Society member users have consented or subscribed in advance;
- administer and support members of the Society as required from time to time.
Where you submit personal information for publication on our website or any other Society managed media, it will be clear what information will be displayed to other website users.
We will not, without your express consent, provide your personal information to any third parties.
In addition, we may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
(5) Security of your personal information
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on secure servers. All electronic transactions containing personal details that you make to or receive from us will be encrypted. Data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. However, we use an SSL certificate and force use of the https protocol to ensure all communications between you and our server are securely encrypted. In addition, we utilize the WordFence Firewall and website security scanner.
You are responsible for keeping your password and user details confidential. We will not ask you for your password (except when you log in to the website or any other Society-owned online service).
(6) Policy amendments
(7) Your rights
You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to the supply of proof of your identity. For more information on this process, please email us. We may withhold such personal information to the extent permitted by law.
(8) Third party websites
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
(9) Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated. You can update most of your profile details yourself.
(10) Termination of membership
If you no longer wish to be a member of the Society, please inform us by email, and we will delete any personal information stored by us.
(11) International access
This website may be accessed internationally, which means that the information you choose to share in the members’ directory will be visible outside your own country. All data, public or private, is held on a secure server owned and administered by a third-party commercial website hosting firm, currently in the UK.
(12) Data control and ‘Best Practice’
The data controller responsible in respect of information collected by all Society services (electronic or manual) is The Society for the Study of Sound and Music in Games.
As a not-for-profit organization which uses data only for administration and membership, we are excempt from Data Protection registration and ICO data protection fees. However, we nevertheless adhere to the principles of the Data Protection Act, and follow best practice guidelines, including but not limited to,
- Excepting data you have agreed to be shared, restrict data access to the smallest necessary number of individuals, and on a need-to-know basis;
- Not retain excessive information on users and members;
- In the unlikely event of a data breach, inform affected members promptly and clearly;
- Regularly review data handling policies;
- Update security protocols as and when needed;
- Treat misuse of data by Society staff or members as a serious disciplinary matter;
- Uphold other principles of the Information Commissioner’s Office’s Personal Information Promise (https://ico.org.uk/media/1042726/pip-final.pdf)
(13) Copyright and liability
Should you choose to make available open access scholarship through the Society’s repository, it is your responsibility to ensure that it is compliant with any applicable copyright law. The Society:
- will restrict access to the repository to registered members of the Society;
- accepts no responsibility for the content of repository items;
- will remove held repository items upon request from the authors or other verified copyright holders;
- makes no guarantee for the permanence, accuracy or availability of the repository or its contents.