Our contact details
The type of information we hold
When you make an enquiry, we will collect contact information from you, including name, phone number and email address.
If you make a payment by card, we will also collect your postal address and card details.
When you take part in a course, we will collect medical information and date of birth.
If you sign up to our newsletter, we will collect your name and email address.
How we obtain the information and why we have it
The information we collect is provided to us directly by you, or by someone enquiring / booking on your behalf.
When you make an enquiry, we will collect contact information from you in order to deal with and respond to your enquiry. This information could be collected via email, phone or in person.
When you make a payment by card over the phone, we will also ask you for card details and details of your postal address. This is necessary in order for us to process the payment when you are not physically present.
When you are booked onto a course, we will ask you to complete a risk acknowledgement form which includes emergency contact details, medical information and your date of birth. The medical information is necessary in order for us to ensure your safety and that of others during the course, and to comply with the terms of our insurance. The date of birth allows us to provide accurate information to the emergency services in case of an incident.
The emergency contact details allow us or the emergency services to contact the person you would wish to be notified in the case of an incident, should you be unable to do so yourself. If you or the person whose details you have provided do not wish this information to be stored beyond the duration of the course, you or they may inform us at any time using the contact details above, or in person at any time during the course.
In case of an accident or incident (including near-miss), we will need to complete an accident / incident report. Information used for this form may be gathered directly from you, or transferred from other locations where we hold it.
If you sign up to our newsletter, you will need to provide your name and email address. You are entitled to withdraw your consent for us to store this information. The newsletter carries an opt-out option, and you can also request to be removed from the mailing list at any time using the contact details above.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Laura Bennitt, using the contact details above. This applies when you sign up to our newsletter, and to emergency contact details.
(b) We have a contractual obligation. This applies when you make an enquiry, a booking, or a card payment. It also applies to information provided on the risk acknowledgement form.
(c) We have a legal obligation. This applies to accident and incident reporting.
(d) We have a vital interest. This applies in the case of an accident or incident.
What we do with the information
The information is used to respond to your enquiry, process your booking, and ensure the safe delivery of your course.
Card details will be shared with our payment provider.
In case of an emergency, the information may be shared with the emergency services. This will be done by providing them with a copy of your risk acknowledgement form.
In case of an accident or incident, the information may be shared with the Health and Safety Executive, if required under RIDDOR. Anonymised information relating to an incident may be shared with British Canoeing as part of their incident reporting system.
For some qualifications and the issuing of awards, the information may be shared with the Scottish Canoe Association.
How we store your information
Contact details resulting from enquiries and bookings are stored digitally on password-protected systems. We will conduct an annual audit, and remove from all our systems any information which is no longer needed by us.
Card and address details are not stored by us.
Risk acknowledgement forms are completed digitally, and stored on password-protected systems. Information contained in them is only directly accessible to company directors, however if relevant it may be shared with the staff member or freelancer leading the course or trip. This may include issuing paper copies of the form. If the course takes place over multiple days, but returning to base overnight, the paper copies will kept in a locked cupboard overnight. Paper copies will be shredded at the end of the course or trip. Original forms from adult participants will remain securely stored for a period of 3 years after the course. For participants under the age of 18, they will be stored until 3 years after the participant turns 18. This is in accordance with our insurance policy. We will conduct an annual audit, and remove from our systems any information which is no longer needed by us.
Details collected during demo day details are stored in paper form in a locked cupboard accessible only to company directors.
Any data provided in paper format may at a later date be stored digitally, in which case the files will be stored on password-protected systems and the paper originals will be shredded.
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
You can find more information about cookies, how they affect you, and how you can control them in your browser, by going to the Information Commissioner’s Office website.
There are three types of cookies relevant to our website:
We use necessary cookies for the purposes detailed below. You can opt out of them through your broswer settings, but doing so may prevent you from using some or all of our website.
- in order to remember the items placed in your basket as you navigate around the site;
- in order to process your payments
- in order to take booking information.
We use non-necessary cookies for analytics. This allows us to collect anonymous information about how people interact with our website, which in turn means we can identify any problems, and run our business more efficiently. You will be given the option to opt out of these before entering our site, and can change your preferences at any time by clicking the “Manage cookies” link in the bottom right-hand corner of the website.
Cookies on third-party websites
You may be redirected to third-party websites, which will have their own cookie policies. This will happen in three ways:
- following a link to another website, including social media links.
The below list details the cookies used on our website.
|_ga||persistent||2 years||Non-necessary. This cookie is installed by Google Analytics. The cookie is used to calculate visitor, session, campaign data and keep track of site usage for the site's analytics report. The cookies store information anonymously and assign a randomly generated number to identify unique visitors.|
|_gid||persistent||1 day||Necessary. This cookie is installed by Google Analytics. The cookie is used to store information of how visitors use a website and helps in creating an analytics report of how the wbsite is doing. The data collected including the number visitors, the source where they have come from, and the pages viisted in an anonymous form.|
|CHECKFRONT_APP||session||session||Necessary. This cookie is installed by our booking system Checkfront.com|
|cookielawinfo-checkbox-necessary||persistent||1 year||Necessary. This cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category 'Necessary'.|
|cookielawinfo-checkbox-non-necessary||persistent||1 year||Necessary. This cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category 'Non-necessary'.|
|JSESSIONID||session||session||Necessary. This cookie is installed by our payment processor Worldpay to allow payment processing. Used by sites written in JSP. General purpose platform session cookies that are used to maintain users' state across page requests.|
|machine||session||session||This cookie is installed by our payment processor Worldpay.|
|RES||session||session||Necessary. This cookie is installed by our booking system Checkfront.com|
|viewed_cookie_policy||persistent||1 year||Necessary. Records the user consent for the usage of the cookies upon ‘accept’ and ‘reject.’ It does not track any personal data and is set only upon user action (accept/reject)|
|woocommerce_cart_hash||session||session||Necessary. This cookie keeps track of items in your basket. It does not store any personal information.|
|woocommerce_items_in_cart||session||session||Necessary. This cookie keeps track of items in your basket. It does not store any personal information.|
|wp_woocommerce_session_||session||session||Necessary. This cookie stores information relating to your basket. It does not store any personal information.|
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us using the contact details above if you wish to make a request.
How to complain
If you would like to complain about how we have used your data, you can do so using the contact details above.
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
Helpline number: 0303 123 1113