Privacy Policy

Last updated: 22 February 2026

1. Information We Collect

We collect only the information necessary to operate the society and maintain the safety of our members:

• Inquiry information: Name, email address, phone number (optional), and your written introduction when you submit a membership inquiry.
• Verification information: Identity verification details provided during the intake process, used solely to confirm your identity.
• Membership information: Contact details, membership tier, attendance records, and payment information processed through our secure payment provider.
• Communications: Messages exchanged with our host team through official channels.

2. How We Use Your Information

Your information is used exclusively for:

• Processing and reviewing your membership inquiry
• Identity verification and safety screening
• Event coordination, including venue notifications and guest list management
• Communication regarding events, membership, and society matters
• Maintaining the safety and integrity of our community

We do not use your information for marketing to third parties, and we will never sell, rent, or trade your personal data.

3. Member Discretion & Identity Protection

Discretion is the foundation of our society. We uphold the following commitments:

• Your real name and identity are known only to the host team for safety purposes.
• Member identities are never disclosed to other members without your explicit consent.
• We do not maintain public membership directories or lists of any kind.
• No photographs, recordings, or identifying media are created or retained from events.

4. Data Sharing

We do not share your personal information with third parties except in the following limited circumstances:

• Payment processing: Payment details are handled by our secure third-party payment provider and are never stored on our systems.
• Legal obligations: Where required by law, court order, or to protect the safety of our members.
• Safety concerns: Where necessary to prevent harm to members or others.

5. Data Security

We take reasonable measures to protect your information, including encrypted communications, secure storage, and restricted access limited to authorised host team members. However, no system is completely secure, and we cannot guarantee absolute security of your data.

6. Cookies & Website Analytics

Our website uses minimal cookies necessary for basic functionality. We do not use third-party tracking, advertising cookies, or analytics platforms that identify individual visitors.

7. Data Retention

We retain your personal information only for as long as necessary:

• Declined inquiries: Inquiry data is deleted within 90 days of the decision.
• Active members: Information is retained for the duration of your membership.
• Former members: Core records are retained for 12 months after cancellation, then permanently deleted.
• Removed members: Safety-related records may be retained indefinitely to protect the community.

8. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your data (subject to safety and legal obligations)
• Withdraw consent for communications at any time

To exercise any of these rights, contact us at the email address provided below.

9. Changes to This Policy

We may update this privacy policy from time to time. Members will be notified of material changes through the member portal or direct communication. Continued membership after changes constitutes acceptance.

10. Contact

For privacy-related inquiries or to exercise your rights, contact us at thedarkcarver@gmail.com.