Who is responsible?
United Danes Initiative (an association) is the data controller. Write to privatliv@uniteddanes.org if you have questions about your information.
What we store, and why
| Information | Why | How long |
|---|---|---|
| Name and email | Signup, confirmation, reminder, check-in, and the venue's attendee list when the fire and rescue authority requires it because we are in public buildings | 6 months after the event |
| Game handle (optional) | So we can invite you in the game, and show who took part | As long as the event exists |
| Email fingerprint | So you can review the event, even after 6 months | As long as the event exists, or until you ask us to delete it |
| Answers to extra questions, e.g. allergies | Planning the event. Only the organiser sees them | 6 months after the event |
| Discord ID (optional) | If you sign up through the link from our Discord bot, or enter your Discord username. Then the bot can see you are signed up and won't remind you to sign up | 6 months after the event |
| Screenshots you share with /screenshot on Discord | Shown on the website with your Discord name once an admin has approved them. We keep your Discord ID so the bot can tell you the decision | Until you ask us to remove them. Rejected images are deleted at once, the rest of the details after 30 days |
| Reviews | Shown on the event page with your game handle, never your name | Until you delete them |
A fingerprint is a code made from your email using a secret key. We can't work out your email from it, but we can check whether the email you type matches.
Who we share with
- The venue of an IRL event, when the fire and rescue authority requires a attendee list because we are in public buildings. This is clearly stated in the signup form.
- Our email provider, who sends emails for us under a data processing agreement.
- Our server, where the site and database run.
- Discord, if you use Discord to sign up yourself.
We never sell information, and we have no ads.
Your rights
- See what we have stored about you, via the link in your emails.
- Have it deleted right away using “Delete my data” in your emails, or by writing to us.
- Complain to the Danish Data Protection Agency (Datatilsynet) if you think we handle your information incorrectly.
Cookies
We don't use any tracking, analytics or advertising cookies, and the site loads nothing from other services: fonts and images live on our own server. The few cookies we use are needed for the site to work, or store a choice you made yourself. Cookies like these don't require consent, which is why there's no cookie banner.
| Cookie | What it's for | Who gets it | How long |
|---|---|---|---|
laravel-session | Keeps your visit together, so forms like signup and reviews work and can show errors and confirmations. | All visitors | 2 hours after your last click |
XSRF-TOKEN | Security: protects the forms from other sites submitting them in your name. | All visitors | 2 hours after your last click |
udi_locale | Remembers the language you picked in the menu. It's only stored when you choose a language yourself; otherwise the site simply follows your browser's language setting. | Only if you pick a language | 1 year, or until you pick another language |
remember_web_… | Keeps admins and org leaders logged in to the admin after they have logged in with Discord. | Only admins and org leaders | Until you log out, at most 400 days |
udi_checkin_… | Lets a helper's phone check in attendees for one specific event. | Only check-in phones | Until 06:00 the day after the event |
Why don't they need consent?
The rules on cookies are in the EU ePrivacy Directive (Article 5(3)), implemented in Denmark by the Danish cookie order (cookiebekendtgørelsen). The main rule is that a site needs your consent before it stores cookies. There is an exception for cookies that are strictly necessary to provide a service you have asked for yourself. All our cookies fall under that exception:
- Visit and security (
laravel-sessionand XSRF-TOKEN): without them the signup and review forms can't work securely. They are technically necessary for what you do on the site yourself. - Language (udi_locale): only stores a choice you made yourself in the menu. The EU data protection authorities treat user preferences like this, set at your own request, as exempt from consent (Article 29 Working Party, Opinion 04/2012). If you don't pick a language yourself, nothing is stored.
- Login and check-in (remember_web_… and udi_checkin_…): only used by admins, org leaders and helpers who log in or open a check-in link themselves. They are necessary for exactly that function.
If we ever start using cookies that aren't necessary, for example for statistics, we will ask for your consent first and update this page.
None of our cookies are used to follow you across sites, and we don't share them with anyone. You can always delete cookies in your browser; the site then simply forgets your language choice, and a visit in progress starts over.
Fan site
UDI is an unofficial fan site and is not affiliated with Cloud Imperium Games. We share no information with CIG.