Privacy policy

1. Introduction

In this Privacy Policy, "we," "us," and "our" refer to British Mensa Ltd, located at Deansgate, 62-70 Tettenhall Road, Wolverhampton WV1 4TH. This Privacy Policy applies to the official EMAG25 website ("Website").

We are committed to protecting your privacy and complying with applicable data protection laws. This Privacy Policy explains how we collect, use, and protect your personal information when you visit our Website or register for the European Mensa Annual Gathering (EMAG).

2. Personal Information Collection

We collect personal information specifically related to your EMAG booking. This may include:

• Registration details: Name, contact details (email, phone number), and event preferences
• Shop orders: Any purchases made through our online shop. 
• Booking information: Selected activities and dietary requirements
• Payment details: Transaction confirmations (payment information itself is not stored by us)

We will only process your data for the purposes of managing your EMAG booking and event participation.

3. How We Use Your Information

We use personal data for the following purposes:

• Processing your EMAG booking and related transactions
• Producing and managing delegate packs
• Providing event-related updates and communications
• Questionnaires or surveys 
• Responding to enquiries about your booking
• Ensuring event logistics and dietary needs are met

We do not use your data for marketing purposes unless you have explicitly opted in.

4. Data Sharing & Disclosure

We do not sell your personal data. We only share it when:

• It is necessary to facilitate your EMAG attendance (e.g., sharing full names and ages with venues and dietary requirements with caterers etc)
• We are legally required to do so (e.g., court orders, regulatory requirements)
• You have given explicit consent

5. Data Retention

We retain personal data only as long as necessary for the purposes of your EMAG attendance:

• Active attendees: Data is retained for the duration of EMAG and for a short period afterward to resolve queries
• Legal obligations: Certain data may be retained for audit or compliance purposes (e.g. payment information)

You may request data deletion at any time.

6. Your Rights & Access to Information

You have the right to:

• Access the personal data we hold about you
• Request corrections or updates to your information
• Request data deletion (subject to legal and operational requirements)

To exercise these rights, please contact us at datapolicy@mensa.org.uk or write to Data Policy, British Mensa Ltd, Deansgate, 62-70 Tettenhall Road, Wolverhampton WV1 4TH.

Identity verification may be required to process your request.

7. Data Security

We implement industry-standard security measures, including:

• Encryption of personal data in transit using TLS
• Secure data storage on accredited servers
• Restricted access to personal information

Please note that while we take strong security measures, no online transmission is entirely secure.

8. Changes to the Privacy Policy

We may update this Privacy Policy in response to legal or operational changes. We encourage you to review this page periodically for updates.

For further information about data protection rights, visit the Information Commissioner's Office (ICO) website.