This is what I've come up with so far which will hopefully cover what is needed and allow me to retain a users content should they decide to be forgotten.
On the 25th of May 2018 the new GDPR will kick in and apply to all EU member states, this law replaces the current Data Protection law in the UK.
Although this law applies only to EU member states it does apply to any individual whose data is used outside of the EU. Our site is a hobby/community forum where we neither sell or profit from any of its content, the GDPR really only applies to businesses and organizations which we are not, but this is a good opportunity for us to inform you about how we use your data in-line with the GDPR and our own terms & conditions and user-agreement.
For clarification purposes we use the terms ‘you’ and ‘your’ as being the person, member, user, individual, human being, Earthling reading the following information and all the following applies to you.
How your data is used
Your data (E-mail address, IP address(s), username) is used in combination with a ‘cookie’ to store data submitted to the site such as – but not limited to; posts, topics, chat, private messages, social updates, newsletters and contest entries. We identify these submissions as ‘content’.
A ‘cookie’ is required in order to use the site for the purposes of logging in, keeping you logged in and submitting content to the site. Without the use of a ‘cookie’ the sites content is read-only.
Your E-mail address is used for the purposes of registration verification, e-mail notifications and newsletters. Your e-mail address is entered by you at the point of registration and stored in our secure database in order to identify who you are when logging in and for the purposes mentioned above.
Your Username is used to identify who you are when logging in to the site through the use of a ‘cookie’ along with a unique encrypted password chosen by you at the point of registration. This is used to identify and indicate to other users that you are the individual who submitted content to the site.
Your IP Address(s) are also used to identify who you are when logging in to the site through the use of a ‘cookie’ and again to identify and indicate to other users that you are the individual who submitted content to the site.
Your IP Address(s) and Username are stored in our database at the point of content submission so we can identify that it is you who made the content submission, this includes, but is not limited to; private messages between you and other members, posts, topics and contests.
Your E-mail Address is also used to send you site activity notifications such as, but is not limited to; topic and post updates, receiving private messages, username and/or password recovery, newsletters, all of which are activated or deactivated via the use of your personal user control panel and you can opt-in or out of these notifications at any time.
Who has access to your data?
Your personal information including, but not limited to; E-mail address, IP Address(s) are stored securely in our database is accessible only by the site owner and administrators of our site. You have the ability to view and change your E-mail Address and Username from your personal user control panel.
Your IP Address(s) and Username are also visible to our site moderators who may be required to change, alter, amend, append, remove or delete your content submissions should they violate our site terms and conditions. Should you be found to be violating our site terms and conditions your IP Address(s) may be visible should the site owner, administrators or moderators feel that you should be banned or warned for the violation.
Other members of the site, including but not limited to; guests, bots will see your Username displayed in any and/or all content submissions made by you.
You are responsible for your own content submissions and any personal, private, confidential information contained within those submissions are your responsibility and you make those submissions of your own free will with the full understanding that the information contained within your submission is visible to any person(s) who visit, view, read the site content.
Consent to use your data
By registering an account, creating an account, you are agreeing to the sites terms and conditions as they currently stand at the time and date of your registration. When registering an account, creating an account, you ticked the appropriate box giving confirmation that you have read all of these terms and conditions and agree to them in there entirety.
By adjusting notification settings by opting-in, ticking the box, in your personal user control panel you are giving permission to receive the notifications specified by you. You opt-in, tick the boxes of your own free will and understand what they mean at the point of saving, submitting, locking in your chosen notification preferences.
Any content submissions made by you on the site are your responsibility and you make the submissions of your own free will. By submitting content to the site you are giving permission for that content to be, but not limited to; saved, displayed, shared, viewed, moderated, commented on, indexed, searchable.
You agree for all your content submission to be stored securely in the site database and, with the exception of your personal, private, confidential information, your content submissions may be, but not limited to; used, retained, shared by the site owners, users, administrators, bots, moderators, search engines and for promotional and informational purposes.
What's the 'right to be forgotten'?
Under various laws, legislation and the GDPR you have the right to request that ALL your personal data be deleted from the site. You can make such a request by contacting the site administrator at any time.
When your request to be forgotten and have your data deleted is received, processed and verified, your personal account and all associated information, including, but not limited to; your E-mail address, Username, Private messages will be deleted from our database permanently without the possibility of recovery.
All none personal, private, confidential information such as, but not limited to; posts, topics, chat, social updates, will be retained by the site. All of your content submissions including, but limited to; posts, topics, chat, social updates will be anonymized so they cannot be tracked back to you.
Any content submissions made by you that contain any of your personal, private, confidential information were submitted to the site and made viewable, visible, public of your own free will and by doing so the information contained within your submissions are no longer personal, private or confidential and these content submissions will be retained and remain on site.
What if we suffer a data breach?
We, us, the site will always store your personal information securely in our database and will make every effort to ensure that it remains secure by, but not limited to; ensuring our database, software, is kept up-to-date, monitored, backed up and encrypted wherever possible.
In the event of a data breach we, us, the site will notify you at the earliest opportunity of the breach occurring and what data has been breached, how we are dealing with it and what steps we, us, the site are taking to ensure your date is secure.