Who we are
The Tavern: Ayrshire Tabletop & Model Community is a volunteer-led community organisation based in Ayrshire.
For the personal information we collect and use, The Tavern is the data controller.
What information we collect
We may collect personal information when you contact us, join The Tavern, attend sessions or events, complete forms, take part in activities, use our online spaces, or interact with our website.
This may include your name, contact details, membership information, attendance records, payment records, age category, emergency contact details, accessibility information you choose to provide, consent records, messages sent to us, and information needed to manage safeguarding, complaints, incidents, or organisational records.
Website information
When you visit our website, some technical information may be collected automatically. This may include your IP address, browser type, device information, pages visited, and the time and date of your visit.
Our website may use cookies or similar technologies to help the site work properly, remember your choices, improve the website, understand how visitors use the site, or connect with services such as social media, embedded content, forms, analytics, or ticketing/event platforms.
Essential cookies are used where needed for the website to work. Non-essential cookies, such as analytics or marketing cookies, should only be used where you have been given a choice and have consented.
You can usually control cookies through your browser settings and, where available, through the cookie banner or settings on our website.
Why we use information
We use personal information to run The Tavern safely and properly.
This includes managing membership, organising sessions and events, communicating with members and visitors, handling payments, supporting safeguarding, responding to enquiries, managing volunteers, keeping records, improving our website, and meeting legal or organisational responsibilities.
Who can access information
Personal information may be accessed by officers, authorised organisers, safeguarding or complaints handlers, and others who reasonably need it for The Tavern’s activities.
Access is controlled and will be limited to information that is appropriate and necessary for the person’s role.
Sharing information
The Tavern will not sell personal information or provide membership lists for unrelated marketing.
We will only share personal information where there is a proper reason to do so. This may include sharing with service providers, payment providers, venues, insurers, emergency services, safeguarding bodies, legal advisers, regulators, or authorities where necessary.
Photographs and recordings
The Tavern may take photographs or videos at sessions and events for publicity, community updates, or records.
Where possible, we will tell people when photography or filming is taking place. You can ask not to be photographed or recorded, or ask for identifying features such as your face or tattoos to be hidden where reasonable.
Identifiable images of children and young people will not be used for publicity without appropriate permission and safeguarding consideration.
How long we keep information
We only keep personal information for as long as needed for the reason it was collected, including administration, safeguarding, finance, legal, insurance, or organisational record keeping.
Your rights
You may have rights to access, correct, delete, restrict, or object to the use of your personal information, depending on the circumstances.
You may also have the right to withdraw consent where consent is the reason we are using your information.
Contact us
If you have questions about how The Tavern uses personal information, or if you want to raise a concern, please contact us.
If you are unhappy with how your information is handled, you may also contact the Information Commissioner’s Office.
Last updated: 19/06/2026