Collecting your information

It will be necessary for you to complete a booking form in order to book onto any of our courses / packages. The booking form will ask for your active consent for this data. This will include:

  • Name
  • Date of birth.
  • Address
  • Telephone numbers.
  • Name and contact details of next of kin.
  • Medical information such as allergies, medication, illnesses or treatments that may be relevant to the activities for which you are booking.
  • Photo and social media consent.

Your completed booking form will be sent to us via electronic means and will be stored securely. During the booked activity, the following information is shared electronically with our instructor to ensure it can be referenced during the activity and in the case of a medical emergency:

  • Your name and contact number.
  • Your next of kin name and contact number.
  • Your medical information pertinent to the activity being undertaken.

Once the activity or course is completed the instructor will delete this information from their electronic device.

Why we collect and use this information

We use your data to:

  • to provide you with the services for which you have contracted us.
  • to ensure appropriate medical treatment is provided or sought.
  • to ensure that any dietary needs including allergies are met.
  • to assess the quality of our services.
  • to comply with the law regarding data sharing.
  • where explicit consent is given, we may use images and or video footage on our website or social media networks.

The lawful basis on which we use this information

We process client data in line with legislation. Article 6 of the GDPR sets out the legal bases for processing personal data. We rely on the following reasons:

  • Consent – the client has given us clear consent to process their personal data for a specific purpose.
  • Contract – the processing is necessary for a contract we have with the client.
  • Legal obligation – the processing is necessary for us to comply with the law (not including contractual obligations.
  • For the purpose of our legitimate interests.

The lawful bases for processing Special Category Data (medical data) are set out in Article 9 of the GDPR. We rely on the following bases:

  • The individual has given explicit consent to the processing of their personal data for one or more specified purposes

Storing your data

We store your data on secure computers and in paper records, which are secured physically. We are legally required to store personal data about you after your course / package has finished. To meet legal obligations, we hold client data for a period of 7 years before securely destroying it.

Who we share your information with

We will share contact and pertinent medical information with instructors contracted to us and who are working with you on your course / package. Other than to meet legal or regulatory obligations, we do not share your information with any external bodies or organisations.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, or be given access to your data, please contact us directly.

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress.
  • prevent processing for the purpose of direct marketing.
  • object to decisions being taken by automated means.
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations.

How to complain

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

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