This policy intends to explain where and how we keep your information and who we share it with.
We also have the Website Privacy Policy which tells you what information is recorded from visitors to our website.
Personal Information
We use electronic methods to store your records. We also add your name and email address (but no other details) to a mailing list on MailChimp. If you wish to be removed from the mailing list then you can unsubscribe at any time by either following the instructions on the email itself or by contacting us directly.
We use this mailing list to let you know about future events and to ensure you and we have all the information needed to ensure you get the most out of the event you have signed up for.
Our payments are taken by Stripe.com. Please see their websites for their respective privacy policies.
There are opt in/out functions in the profile editing area to share your profile and the fact that you are attending the event on the website. There is also the option to share your information with organising teams of World Fantasy Conventions 2026 and 2027 for the purposes of Awards voting. If you choose not to share your information you will not be able to vote in those awards.
If you breach the harassment policies, we are concerned about your behaviour, or you are banned or asked to leave from our events, this information will be shared with the British Fantasy Society and The World Fantasy Board and may then be shared with future organisers of Fantasycon and World Fantasy Convention. This is not something we do lightly or maliciously.
If the hotel charges us for any additional items that directly relate to you or your behaviour (for example a missing item from the room you were staying in), we will pass on your contact details to allow the hotel to pursue you for the costs of this and/or pursue these costs ourselves.
If there is an criminal activities that you are (suspected to be) involved with (for example theft or drug taking) we reserve the right to pass your details to the hotel, police or other law enforcement agencies.
Other than these organisations (for the reason stated here) we do not pass your personal details (eg Name, address, bank details, email etc) on to any third party. We are confident that that the hotel and mailchimp will also not share your data further.
We do however reserve the right to share event statistics with third parties. By event statistics we mean things like number of people attending the event or an activity, the number of attendees from particular countries or even an estimate of demographics (can only be an estimate as we don’t ask for much demographic information at booking). However these statistics would be without personal details (eg names etc.)
Photography
We may have an official photographer at the event. They will be clearly identified as such. They will be taking both crowd and individual photos. If you do not wish for your photograph to be used for publicity purposes please let us know or if you see an official photo online that you are in and do not want displayed, please contact us to get it removed.
The rules about personal photography can be found on our About WFC page.
Audio Recording
There are various activities planned, such as podcasts, panels and audio recordings, where we will be recording audio content. This is intended to be broadcast via the internet either on the day or following. It is not intended to record private conversations, but any loud comments, questions asked or noise close to microphones (which will not be hidden) may be recorded and broadcasted. Please assume the content of any talk / panels / Q&As are being recorded. By taking part in these sessions or making recordable noise you are giving consent to the recording and broadcast of this.
Updates and Contact
We will update this information if there are any changes that might be relevant.
If for any reason your are worried about this issue or feel there has been a breach of your privacy, please contact us to let us know via emailing enquiries@worldfantasy2025.co.uk