Privacy policy

Data Protection Information

We hold information given to us via membership applications, hotel bookings, merchandise sales, etc. This information can include names, email and postal addresses, payment card data and any personally identifying information provided by our members (such as food preferences and hotel room requirements). In addition, when users log in to our systems via third party providers such as Facebook and Google, we receive from the provider additional information that uniquely identifies that user.

We hold this data securely in our own database, with access restricted only to those individuals who require it. We encrypt sensitive information such as payment card data, and we store it only when necessary for hotel bookings. For direct payment (such as membership sales or merchandise), we use third party payment providers such as Paypal and Stripe.

We process the data provided to us in a number of ways, including names and addresses to send email progress reports and newsletters. Members' information will not be revealed to any third party other than the ones listed below and will not be used unfairly or unlawfully. We do not process payment card data ourselves, but we do pass it on to the Convention hotels to secure your room bookings.



Cookies are pieces of data that are often created when you visit a website, and which are stored in the cookie directory of your computer. This site does use temporary cookies to store some information but these should be automatically removed from your computer when you close your web browser.

If you ask the website to remember your username when logging in this will be done using a cookie that will stay on your computer for 28 days.

For website analytics, we use Google Analytics, which also places a cookie on your computer. This cookie will stay on your computer for 2 years, but is only used for anonymous traffic statistics.

Log files

Log files record visitors' use of the site and can be analysed to provide information that may be used to make changes to the layout of the site and to the information within it, based upon the way that visitors move around it. Log files do not contain any personal information and they cannot be used to identify any individual pattern of use.

What happens when I move to another site?

This site contains links to other websites. This privacy policy only applies to our site, so you should always be aware of situations where you may move to another site. We recommend that you read the privacy statement of any site which collects personal information.

We do not pass on any personal information that you may have given us to any other site except for the cases explicitly listed below.

Third parties

The Discworld Convention uses a limited number of third parties for news and communication purposes. The information we provide them is limited to the minimum required information to provide the service in question. The third parties we use are:

  • Mailchimp for newsletter emails
  • The Convention Hotel, for room bookings

We will keep this list up-to-date and update the privacy policy whenever it changes.

Your data

We hold personal data in trust for our users. We do not retain it any longer than is necessary, and we consider the security and accuracy of our users’ data to be critical. If you feel that any of the data we have for you is incorrect or incomplete, you can contact us at to resolve the issue. Under the terms of the Data Protection Act 1998, you can also request copies of the information we hold for you.

Changes to this privacy policy

If this privacy policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures you are always aware of what information we collect and how we use it.