Minutes 2018-05-29 (Term 3, Week 6)

Tue 29 May Meeting Minutes

The minutes for our meeting on the 29th of May..

Present: David I, David II, Sam, Amelie, Toby, Ed

Late: Esports Sam, Rob

Absent: Everyone else. Obviously.

David I has put some promotional content for BFL together, which can be sent out tonight.
RoG bus should be around Week 9, not as part of BFL as planned previously.
- This could maybe make a reappearance next term (the Open Day team have expressed interest), but this is TBA.
We're fundraising for Special Effect, David I has been put in contact with them.
Need to augment the raffle with some other prizes.

Esports Alex has posted the material we need to create for Twitch front page.
- Describe what WASD is, etc.
We'd like to do a test run, but the room isn't available. We may have to test the setup during Gaming, which we'd like Jai to be there for.
Will give rewards to the runners, but we have more runners than Discord shirts...
Should talk to RAW TV about obtaining cameras for the event.

Getting there. David I is trying to refactor it so that we can send out digital advertising this evening, so people can see a splash screen for the event.
Signups should be open Week 7 (Friday 8th June). Will close 2 weeks later to give us a window for ordering supplies.
Seating plan is going well.windows is just the retail windows without the installation support included.
- David I is not keen on everyone being able to move others on the seating plan.
  - We'd like to have this as a permission that can be retracted.
Will host tournament signups as well. People should be able to sign up to these without necessarily signing up to LAN.

Prizes need to be sorted.
- Hearthstone can be 3D-printed.
- May ask Rhiba to design Random Game trophy.
- Overwatch and League to be sorted.

CompSoc does Crash, it's week 9 and it's happening. The event is up on Facebook.
End of term meal is tentatively week 9 Friday. But Warwick Fringe is also then, so we're holding off on organising that for now.

By now, everyone is aware of the awful blunder made last week w.r.t the data breach.
David I and Sam met with some higher-ups at the SU this morning.
- They emphasised that we did fairly well in the aftermath, and did all the right things RE notification of members.
- They notified us that they (the SU) are our data controller, and our first point of contact in the future.
- They did however have some pointers for us in terms of our tech as a whole (brought up in the ensuing discussion):
  - We need to encrypt all databases containing PII.
  - We need privacy policies on uwcs.co.uk and warwick.gg (and send these to Dave for review).
  - We need some way to make off-site backups. Currently all backups are on-site.
We're allowing a small window for responses to that email.
We need to change the emails we store to the form <usercode>@live.warwick.ac.uk, because ITS reassigns emails with initials and surnames for some reason.

Sam - Forward terse emails to Dave

Rob - Write privacy policy

David I - Send privacy policy to Dave

Sam - Contact RAW TV

David II - "David I is Richard Nixon."

David I - "Thanks McNutty for playing 4D chess with GDPR compliance."