Last updated: 13th June 2018
Thank you for visiting the SGS website or subscribing to the SGS. This policy explains what information we collect when you visit our website or subscribe to the SGS, as well as how and why we collect and use it. We take your privacy seriously and are proactive in ensuring the necessary steps are taken to protect your personal data.
- Personal Data: Collection and Use
- Choosing how we use your data
The SGS website is owned and managed by SGS (Serious Games Society).
What are cookies?
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server, to provide the users with a tailored experience within this website.
Some cookies used on our website are essential to its functionality. For example, in multi-page forms, cookies are set to enable inputted data to be transferred from one page to another. Cookies used for this purpose are set to expire upon form completion, after an elapsed time, or when a visitor closes their browser.
Our website uses the cookies set by wordpress.com, whose policy can be found here.
You can at any time disable cookies on your browser. The setting allowing you to do this can usually be found in your browser’s Tools or Preferences menu. Certain parts of the SGS website’s functionality might be affected by disabling cookies.
Personal Data: Collection and Use
Whilst using our website or subscribing to the SGS, you may be required to provide personal data (name, address, email, academic/professional affiliation, country, etc.). We will use this data essentially to inform you on academic and industrial activities about development and deployment of serious games, as detailed later. We will ensure that all personal data supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679.
You have the right at any time to request a copy of the personal data we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at email@example.com.
We normally collect the following personal data from individuals when they register as members of the SGS:
- Country of residence
We normally collect the following personal data from individuals when they sign up for the SGS mailing list (typically issues call for papers, and a newsletter), which is also included in the membership:
This data is collected in order for SGS members to subscribe to the society (which includes also inclusion in the mailing list) and to allow interested people to receive information about activities related to the SGS via the mailing list.
SGS collects this data in two possible ways:
- When you perform an online subscription
When you complete the online payment you enter your details in a text box. All this information requires a direct action by you at that time in order for us to receive it.
- When you give us written or oral permission
You may give us written permission (e.g. via email or a sign-up form) or oral (e.g. by telephone or in-person) for us to set up an account on your behalf.
If you register as a member or person interested in receiving from the SGS mailing list, your personal data will be stored on a database on our server (currently hosted at the University of Genova and backed up at KTH Stockholm). All your personal data will be accessible by SGS, which takes the security of this database seriously.
The president, council and secretary of the SGS have access to your email address, name, affiliation and country to fulfil the societal activities (members only) and to allow the sending of news to the mailing list.
A third party will have access to the database only where strictly necessary for server maintenance or development and only of the duration of the project. We take your privacy very seriously and actively take steps to ensure access is providing securely.
The names and email addresses of the SGS members and of the SGS mailing list members will be used just to provide them information about SGS-related activities, and will not be made available for any other purpose or to any other party.
SGS may contact members and old members for subscription renewal
SGS may contact any registered user before their data is deleted (see below) to provide them with the opportunity to renew consent and remain on the system.
SGS Mailing list
If you sign up to the SGS mailing list, you will receive emails from the SGS president and/or secretary (approx. twice/three times a month) about opportunities (e.g. Call for papers, exhibitions, summer schools, serious games competitions, etc.), and new SGS blog posts.
On rare occasions, SGS may directly contact SGS mailing list subscribers for specific issues/opportunities.
SGS will not retain the personal data of the members longer than necessary. The data you provide as a member will be stored for up to 5 years after the deadline of your latest subscription, unless otherwise requested by you.
If you sign up to the SGS mailing list, your personal data will be stored until your un-subscription request.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our policies, we may also retain some of your data for a limited period of time as required, even after it is no longer needed to provide the Services to you.
Choosing how we use your data
We understand that you trust us with your personal data and we are committed to ensuring you can manage the privacy and security of your personal data yourself.
With respect to the data relating to you that ends up in our possession, and recognise that it is your choice to provide us with your personally identifiable data, we commit to giving you the ability to do all of the following:
- You can verify the details you have submitted to SGS by contacting the Support Team (firstname.lastname@example.org, +39 010 353 2227 or +39 010 353 2795). Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address.
- You can unsubscribe from receiving from the SGS mailing list at any time by clicking the “unsubscribe” link at the bottom of any SGS news email. Once you do this, you will no longer receive any emails by the SGS and your contact (name and email address) will be removed from the SGS database.
- You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us (email@example.com, +39 010 353 2227 or +39 010 353 2795).
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.
Complaints or questions relating to your data protection and privacy should be directed to the SGS reference person for data protection: Francesco Bellotti (firstname.lastname@example.org, +39 010 353 2227).