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policies [2022/04/17 10:36] – katiepolicies [2022/08/03 19:29] – katie
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 ====== Policies ====== ====== Policies ======
  
-===== Event 3 Deadlines ===== +===== Event 4 Deadlines =====
- +
-These deadlines were updated on August 14th 2021. +
- +
-**Priority Booking Opens:** 4th September 2021\\ +
-**Main Booking Opens:** 11th September 2021\\ +
-**Main Booking Deadline:** 8th January 2022\\ +
-**Character Submission Deadline:** 5th March 2022\\ +
-**Late Booking / Cancellation Deadline:** 2nd April 2022+
  
 +**Priority Booking Opens:** 10th August 2022\\
 +**Main Booking Opens:** 17th August 2022\\
 +**Plot Point Deadline:** 14th November 2022 - after this point we cannot guarantee we'll be able to write backstory information or plot interests into the event but will do what we can.\\
 +**Main Booking Deadline:** 14th January 2023\\
 +**Character Submission Deadline:** 14th January 2023 - characters submitted after this point will only have minimal writing team support for E4.\\
 +**Late Booking / Cancellation Deadline:** 14th March 2023
 ===== Booking Policy ===== ===== Booking Policy =====
  
-Once bookings have opened for an Event you may reserve a place at the event by filling out a form which will be accessible when booking opens. Please see [[Next Event]] for details of information to include. Once your reservation has been confirmed you should send the £20 deposit via PayPal to [[hamsterpotter1@gmail.com]] (or get in touch for other methods) to confirm your place. If you do not do so your place may be offered to someone else.+Once bookings have opened for an Event you may reserve a place at the event by filling out a form which will be accessible when booking opens. Please see [[Next Event]] for details of information to include. Once your reservation has been confirmed you should send the £25 deposit to confirm your place. If you do not do so your place may be offered to someone else.
  
-There are 75 player spaces and 50 crew spaces available for the second Event. Priority booking will be available for a week before main booking opens to anyone who attended Chapter 1 or 2. In the event that more bookings are made than we have spaces, we will operate a waiting list in case spaces become available.+There are 75 player spaces and 50 crew spaces available for the second Event. Priority booking will be available for a week before main booking opens to anyone who has attended any previous //Tales Untold// event. In the event that more bookings are made than we have spaces, we will operate a waiting list in case spaces become available.
  
 You do not need to have finalised your character in order to book. You do not need to have finalised your character in order to book.
  
-You must pay the full amount (£80) by the main booking deadline. If you do not pay the amount you your place may be offered to someone on the waiting list, and you will possibly lose your deposit.+You must pay the full amount (£100 Player / £80 Player Concession / £15 Crew) by the main booking deadline. If you do not pay the amount you your place may be offered to someone on the waiting list, and you will possibly lose your deposit.
  
 Bookings made after the main booking deadline will need to be paid in full before they are accepted. No booking will be taken after late booking deadline so that we can finalise numbers. Bookings made after the main booking deadline will need to be paid in full before they are accepted. No booking will be taken after late booking deadline so that we can finalise numbers.
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 The Core Team reserves the right to refuse a booking without needing to give a reason why. The Core Team reserves the right to refuse a booking without needing to give a reason why.
 +
 +==== Concessions ====
 +
 +Concession prices of £80 for Player Tickets are available for those who need it, for example to:
 +  * Students
 +  * Those not in full time employment
 +  * Disabled attendees
 +  * Anyone attending in order to care for another attendee
 +
 +Concession eligibility is taken on trust.  If you are unsure whether you should qualify, you are welcome to email us at [[talesuntold.larp@gmail.com]] to ask.
 +
 +==== How to Pay ====
 +
 +Payment should be made by [[https://paypal.me/ktlmoore?country.x=GB&locale.x=en_GB|PayPal to Katie Moore]] using the Family and Friends Option.  You must use the Family and Friends option (//Tales Untold// is not a business) as otherwise we lose around 10% of payments to PayPal fees.  We will get in touch to ask for payments to cover the lost 10% if you use the incorrect option.
 +
 +Payments may be made in parts if you desire - if you choose this option we will send periodic reminders of your outstanding balance.  The balance will still be due by the deadline unless agreed otherwise with us.  This option is not available for Late Bookings made after the Main Booking deadline.
  
 ===== Cancellation Policy ===== ===== Cancellation Policy =====
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 ===== COVID Safety Policy ===== ===== COVID Safety Policy =====
 Our COVID Safety Policy and Risk Assessment can be found [[https://drive.google.com/drive/folders/1ymalAfAtg5CV6ocSjBY2AIFXD3GKXGoc?usp=sharing|here]]. We will review it on a monthly basis to make sure that it is up to date with government guidance - if you have any questions or comments, please [[talesuntold.larp@gmail.com|get in touch!]] Our COVID Safety Policy and Risk Assessment can be found [[https://drive.google.com/drive/folders/1ymalAfAtg5CV6ocSjBY2AIFXD3GKXGoc?usp=sharing|here]]. We will review it on a monthly basis to make sure that it is up to date with government guidance - if you have any questions or comments, please [[talesuntold.larp@gmail.com|get in touch!]]
 +
 +For Chapter 4 we will continue to keep our eye on the situation and will perform an assessment of our COVID Policy's suitability in January 2023.
  
 ===== Avoidance Policy ===== ===== Avoidance Policy =====
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 ===== Privacy Policy ===== ===== Privacy Policy =====
  
-===== Data We Keep =====+=== Data We Keep ===
  
 The following information is stored securely by Google Drive and only accessible to the //Tales Untold// team: The following information is stored securely by Google Drive and only accessible to the //Tales Untold// team:
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   * Your photography preferences.   * Your photography preferences.
   * Any data transmitted through Booking Forms (including dietary requirements, access requirements, emergency contact information, etc) is handled by us but deleted when it is no longer relevant.   * Any data transmitted through Booking Forms (including dietary requirements, access requirements, emergency contact information, etc) is handled by us but deleted when it is no longer relevant.
 +  * //For Event 3// information relevant to ensuring attendees are compliant with our COVID Policy (which will be deleted when no longer relevant).
  
-The following information is stored securely by Google Drive and only accessible to the //Tales Untold// core team:+The following information is stored securely by Google Drive and only accessible to the //Tales Untold// Head Refs:
   * Any requests made as per the Safe Community Policy (minimal information stored to maintain our records but no information beyond what is needed is kept)   * Any requests made as per the Safe Community Policy (minimal information stored to maintain our records but no information beyond what is needed is kept)
   * Safety incident details   * Safety incident details
  
-The following information is handled by our photographer: +The following information is handled by the relevant external party: 
-  * Photographs of you taken during the game (with your permission)+  * Photographs of you taken during the game (with your permission) held by our photographer 
 +  * Information transmitted to the [[https://www.nhsx.nhs.uk/covid-19-response/nhs-covid-pass-verifier-app/|NHS COVID Pass Verifier app]] (for Event 3)
  
 The following information is stored on our website server and publicly available: The following information is stored on our website server and publicly available:
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   * Association of your name (see below) with your character   * Association of your name (see below) with your character
  
-===== Names =====+=== Names ===
   * We will display the OC name that you provide us on your in-character bio, on your userpage, and on the "Player Characters" page.  This will be visible to anyone who looks at the wiki.     * We will display the OC name that you provide us on your in-character bio, on your userpage, and on the "Player Characters" page.  This will be visible to anyone who looks at the wiki.  
     * By default, this will be displayed and stored on-wiki as your given name, plus the initial of your family name (e.g. Katie M).       * By default, this will be displayed and stored on-wiki as your given name, plus the initial of your family name (e.g. Katie M).  
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   * We request that this name is the same as you would use to introduce yourself to other players.   * We request that this name is the same as you would use to introduce yourself to other players.
  
-===== Email Addresses ===== +=== Email Addresses ===
-  * Your primary OC email is visible to the GMs, as this is required to administer your wiki account.  It is not visible to players or Wiki Users without Admin permissions. +
-  * You may change your email address at any time by clicking the “Update Profile” link while logged in, (use [[http://planetfall.ktmoore.co.uk/start?do=profile|this link]] on mobile) +
-  * A primary email address is required for the account to exist.  Once the game is over, you may change this to an invalid or non-existent address if you wish to keep the ability to log in, but do not wish your OC email address to be stored. +
-    * This will prevent you from recovering your account if you forget your password.+
   * We will use your email addresses only for game related purposes and will not disclose them outside the GM Team.   * We will use your email addresses only for game related purposes and will not disclose them outside the GM Team.
-  * When setting up your account, we will set your email address to be the email from which you sent your character submission, unless you request otherwise.+  * We maintain the following mailing lists of email addresses through the medium of Google Contacts, only available to the //Tales Untold// Head Refs: 
 +    * //Tales Untold// general mailing list 
 +    * //Tales Untold Event X Players// mailing list (per event) 
 +    * //Tales Untold Event X Crew// mailing list (per event) 
 +  * Upon booking (or by request), you will be added to the relevant mailing list(s). 
 +  * We will only remove you from mailing list by explicit request, in case it becomes necessary to contact attendees of a specific past event.
  
-===== Photographs =====+=== Photographs ===
   * At Events, a photographer will be present to take photos.    * At Events, a photographer will be present to take photos. 
   * These photos will be shared on Facebook and Google Photos and can be taken down by contacting the photographer directly.   * These photos will be shared on Facebook and Google Photos and can be taken down by contacting the photographer directly.
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   * With your permission, photos may be used for advertising and display purposes.  You can revert your permission at any time.   * With your permission, photos may be used for advertising and display purposes.  You can revert your permission at any time.
  
-===== Deleting Your Information ======+=== Deleting Your Information ===
   * By default, your character information will remain active once the game is over.  Your personal information will be deleted.   * By default, your character information will remain active once the game is over.  Your personal information will be deleted.
   * If you wish us to delete your information once the game us over, then email us and all identifying records and material held on you will be deleted.  This does not include game-related documents such as character notes, plots, and props we have internally that do not identify you OC.   * If you wish us to delete your information once the game us over, then email us and all identifying records and material held on you will be deleted.  This does not include game-related documents such as character notes, plots, and props we have internally that do not identify you OC.
  
-===== Responsible Person =====+=== Responsible Person ===
   * The Administrator for the server is Katie Moore, and is the person responsible for enforcing this policy is Katie.  She can be contacted via email at [[talesuntold.larp@gmail.com]].   * The Administrator for the server is Katie Moore, and is the person responsible for enforcing this policy is Katie.  She can be contacted via email at [[talesuntold.larp@gmail.com]].
  
policies.txt · Last modified: 2024/04/14 18:21 by anna