PRIVACY POLICY
Who we are and what we do
Adventure Access CIC
Unit 1a, The Castleside,
Seaham,
County Durham,
SR7 7EY
Adventure Access CIC is a not for profit Community Interest Company, delivering accessible-to-all adventurous activities. These activities include, but are not limited to:
● Watersports:
○ Kayaking
○ Stand-up Paddleboarding
○ Canoeing
○ Coasteering
● Land-based activities:
○ Forest / Beach Schools
○ Archery & axe throwing
○ Climbing
For the purposes of Data Protection, Adventure Access CIC is the Data Controller for your personal information.
What type of personal information do we collect and how do we collect it?
If you have contacted us, we will collect:
● Your name
● Relevant contact information (telephone number, email address) depending on method of contact.
On making a booking with Adventure Access CIC for a session, in addition to the above, we will also collect:
● Your address
● Your age or date of birth – for eligibility / accessibility of the course(s) / session(s) you have booked onto.
● Any relevant medical information that you feel is important to your participation in the activity you have booked onto.
● Gender / Ethnicity / Disability – may be collected to fulfill funding requirements.
○ Where the session is targeted towards a specific group / funding, then this will be clear in the details for the session.
○ Provision of this information is entirely voluntary.
We may collect this information:
● In writing
● Via direct, private, e-mail contact
● Through conversation with you (i.e. telephone or in person)
● Online through our website (www.adventureaccess.co.uk)
● Online through our booking system (https://bookwhen.com/adventureaccess), hosted for us by Bookwhen.
○ Bookwhen’s Privacy Policy can be found on their website: https://bookwhen.com/privacy
If you choose to withdraw your consent for us to hold your data, it may not be possible for us to continue to provide the services.
If you wish to withdraw your consent for us to hold your data, this can be done by e-mailing libby@adventureaccess.co.uk requesting this – this can also be done in writing if you prefer.
What is our power to obtain and use personal data?
When we collect and use your personal information we rely on one of the following:
● Consent: you have given consent verbally / electronically / in writing.
● Contract: you have entered a contract with us by signing a consent form (booking on to a session).
What is your personal information used for?
Adventure Access CIC is responsible for the collection and secure storage of all data collected in connection with the services provided.
How your data will be used?
1. Ensuring you are able to safely access the service(s) you have booked onto – this applies only when you have booked onto a session.
2. For provision of marketing information where you have expressed an interest in receiving this relevant marketing information.
When you choose to access our services (examples of these sessions are given at the start of the document), you will be agreeing to receive information about the service you have elected to use. You will also be agreeing to us holding the information we collect at the point of booking and also on our paper Consent Form as per this Privacy Policy.
When you ‘opt in’ to point 2 you will be agreeing to receive marketing information about the wider services provided by Adventure Access CiC.
For children under 18 parental / guardian consent will be required for them to participate in our activities.
Adventure Access CiC collects and processes information about you to:
- Help you to access our services.
- Ensure you are able to use our facilities safely.
- Inform future service delivery.
- Administer your contract with us.
- Inform you of any changes to, or disruptions in, any services.
- Keep in contact with you and help you to make the most of our service offer.
Should you give your consent for marketing purposes, we will keep you informed of any events which may be of interest to you across our range of services. If you wish to withdraw your consent for us to hold your data, this can be done by e-mailing libby@adventureaccess.co.uk requesting this – this can also be done in writing if you prefer.
Will your personal information be shared?
In certain circumstances we do share your personal information. When this is necessary for us to share your information we do it with the following:
● External organisations where we have a statutory obligation to share such, as for the purposes of the prevention or detection of crime or for legal proceedings.
● Adventure Access CIC shares anonymised statistical data with others i.e. funding providers and national governing bodies who supply statistics.
How do we keep your personal information secure?
The security of your personal information is important to us. This is why we have a range of security policies and procedures to control and safeguard access to and use of your personal information.
● For electronically provided data, this includes the use of passwords and encryption where appropriate.
● For data provided in writing or on paper, this data will be kept securely within the main Adventure Access Office.
Further general details on our security arrangements can be provided on request by contacting the main Adventure Access Office. If you suspect there may have been a data breach, or wish to make a complaint, please contact us immediately at libby@adventureaccess.co.uk
How long will we keep your personal information?
We will only keep any or all of your information for as long as it is necessary and proportionate to do so. Further details as to our retention guidelines can be provided on request.
Is your personal information processed outside the European Economic Community (EEC)?
We do not process your personal information outside the EEC.
Marketing (if applicable)
At no time will your information be passed to organisations external to us and our partners for marketing or sales purposes or for any commercial use without your prior express consent.
Photography consent
The collection of images for promotional purposes by company employees, or those authorised to do so on the company’s behalf, is acceptable providing permission has been granted by the individuals who will be photographed/videoed.
Adults (including parents / guardians of children below the age of consent) and young people (over the age of consent) should be aware of:
- the purpose for which the images will be used
- the length of time that they will be used for or that the use may be for an indefinite period
Good practice is that permission is not requested for any period longer than two years. Images should not be stored on the hard drive of PCs or laptops beyond the duration of the project. Even during this period, it is recommended that they are stored on removable storage devices such as pen drives / CDs.
Once the project has been completed, then the images should be dated and archived. They should be stored in a locked cabinet or drawer. They should be erased / destroyed as soon as there is no further use for them.
Additional precautions should be taken regarding the use of images for inclusion on web sites or in films. It is advisable that the adults / young people who have provided their permission to be filmed / photographed are also aware that it is intended that the images will be used websites, for a specific period of time / an indefinite period if this applies.
Under no circumstances should staff or partners record any images on their own personal mobile telephones. It is advised that personal mobile telephones should be kept in a locker or locked drawer, during any sessions involving the vulnerable groups.
Disciplinary procedures will apply to staff not observing this policy.
Use of Cookies
This section explains how Adventure Access CIC uses cookies and similar technologies on our website. By continuing to use our website, you agree to our use of cookies as described below.
Cookies are small text files that are stored on your device (computer, tablet, or mobile) when you visit a website. They help the website remember your preferences and improve your browsing experience.
When you visit the Adventure Access website, a cookie may be created. This cookie helps us understand how visitors use our site and allows us to compile anonymous statistics on site activity. We use this information to improve how the website works and to offer a more personalised and user-friendly experience. These cookies do not collect any personal information.
Most internet browsers automatically accept cookies, but you can usually adjust your browser settings to block some or all cookies, or to alert you when a cookie is being set. Please note that blocking essential cookies may affect how the site functions — for example, it may prevent access to our booking system or certain interactive features.
To find out more about cookies and how to manage them, visit www.allaboutcookies.org.
The Adventure Access website contain links to external websites, including services such as BookWhen, Facebook and Instagram. Please be aware that our Privacy Policy only applies to our own website. If you follow a link to another site, we encourage you to read that site’s privacy and cookie policies.
Third-party websites may use cookies to track your online activity, including your interactions with our website. Adventure Access is not responsible for the privacy practices, cookie usage, or content of any external websites.
What are your Information Rights?
Your Information Rights are set out in the law. Subject to some legal exceptions, you have the right:
● To have any inaccuracies corrected.
● To have your personal data erased – in the case of paper copies, these will be securely shredded and disposed of.
● To place a restriction on our processing of your data.
● To object to processing.
● To request your data to be ported (data portability).
To exercise any of these rights please contact libby@adventureaccess.co.uk
You also have the right to request a copy of the personal information Adventure Access CIC holds about you. To do this you can contact libby@adventureaccess.co.uk
To learn more about these rights please see the ICO website.
If something goes wrong with your personal information, or you have questions about how we use it, please contact the Data Protection Officer at libby@adventureaccess.co.uk.
If we have not been able to deal with your complaint, you can also contact the Information Commissioner’s Office:
Information Commissioner’s Office Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF,
Telephone: 0303 123 1113 (local rate) or 01625 545 745
Fax: 01625 524 510