Our Privacy Policy 

At Gaming For All, we take your privacy seriously and will only use your personal data as set out in this Privacy Policy. This policy applies to anyone who engages with our services, including pupils in secondary schools and sixth forms as well as their parents, guardians and teachers.  

This Privacy Policy explains how we collect, use, store and share personal data, how long we retain it and the rights we have in relation to your data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

Gaming For All is a data controller and is registered with the Information Commissioner’s Office (ICO), as required under the Data Protection Act 2018 and all relevant UK data Protection Legislation. 

Personal data is processed by staff who have received appropriate data protection training and in accordance with this Privacy Policy.   

Why We Collect Your Data 

Gaming For All delivers outreach activities and workshops with schools and universities in Leicestershire. These activities aim to widen participation in higher education and introduce young people to the gaming industry.  

We collect personal data from individuals who take part in our activities for the following purposes: 

  • To coordinate and deliver activities with schools and partner organisations 
  • To plan and manage our workshops and activities 
  • To monitor participation in activities 
  • To evaluate, research and report on the effectiveness and impact of our outreach work 
  • To understand a student’s educational journeys and progression into higher education. 

How We Collect Your Data 

Directly through evaluations and activities: 

We collect information about you or your child when they take part in one of our activities. This information is collected through questionnaires, feedback forms and evaluations completed during or after activities.  

Indirectly through schools and further education institutions:

We may also receive information from your or your school/college relating to eligibility and participation.

  • Educational attainment  
  • Free school meal status 
  • Access or support requirements 

What Personal Data Do We Collect? 

We may collect the following types of personal data: 

Personal data, including: 

  • Name 
  • Date of birth 
  • Home address 
  • Email Address 
  • Telephone number 
  • Emergency contact details 
  • Parent or guardian educational background 

Special category data, including: 

  • Disability and health information 
  • Ethnicity and racial origin

Lawful Basis for Processing Data 

We process personal data where one or more lawful bases apply. In some cases, we rely on your consent to process personal data in connection with our activities: 

This is in accordance with Article 6(1)(a) UK GDPR:  

“The data subject has given consent to the processing of his or her personal data for one or more specific purposes”. 

Where special category data is processed, this will also be done in line with additional requirements of UK GDPR.  

Keeping Your Data Secure

Gaming For All takes data security very seriously and has implemented appropriate technical and organisational measures to protect personal and special category data.  

Access to personal data is restricted to authorised staff on a need-to-know basis, and our security arrangements are reviewed regularly to ensure data remains safe.  

How Long We Keep Your Data 

Gaming For All retains personal data in line with legal requirements and where there is a legitimate business need.  

We will keep basic personal details, contact information and communication preferences only for as long as necessary to administer our services and assess the impact of our activities.  

Data used for monitoring and evaluation purposes will be anonymised once processed so that identifiable information can be securely deleted after the relevant retention period.  

We also carry out periodic data cleansing to ensure that the information we hold is accurate and up to date. You may request deletion of your data at any time. 

Your Rights

Under the UK GDPR, you have the right to: 

  • Access the personal data we hold about you and receive copies of it.  
  • Request that we stop processing your personal data where it causes damage or distress 
  • Opt out of receiving marketing communications 
  • Request erasure of your personal data 
  • Request restriction of our processing activities 
  • Withdraw consent where processing is based on consent (without affecting prior lawful processing) 
  • Receive your personal data in a structured, commonly used format with the purpose to transmit it to another data controller 
  • Object to processing where you believe it has a disproportionate impact on your rights 

To exercise any of these rights, please contact us at general@gamingforall.org.uk.

Making a Complaint

If you believe your data protection rights have not been respected, you have the right to make a complaint to the UK data protection regulator, the Information Commissioner’s Office (ICO).  

Complaints can be submitted via the ICO’s website. You may also withdraw your consent to the processing of your personal data at any time, where consent was the original lawful basis for processing.

Requesting your Data

You have the right to request details of the personal data we hold about you and to receive a copy of that information. This is known as a Subject Access Request.  

Requests should be made in writing by email to the Data Protection Office or by post to the address provided on our contact page.

If you believe the information we hold about you is inaccurate, or if you wish to request that we stop processing your data, please contact us at general@gamingforall.org.uk and we will update our records accordingly.