Rockyventures Ltd is committed to protecting your privacy and this privacy policy explains our data processing procedures, i.e. how we manage the data you share with us through various channels plus your rights and options regarding how your data is used.

The policies that follow contain important information regarding your personal rights to privacy and as such we recommend you read it carefully in order that you can understand how we collect and manage your personal data.

Please note too that any data you provide us is on a completely voluntary basis, however, without providing us with certain types of personal data we cannot provide access legally to certain services. 

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Rockyventures Ltd Privacy and Data Policy January 2021

 

When do we collect personal information from you?

We collect personal information from you when you provide it directly. For example, when you attend one of our events, workshops, courses or other activity or service we're providing, and you complete our registration forms. When you book a course or session online, over the phone or in person, when signing up to our mailing list or communicate with us via email.

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We collect personal information from you when it is publicly available.
This could include when you interact with us via social media (Facebook, Instagram, Twitter etc).

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We collect personal information when it is provided indirectly, i.e. by a third party.
For example, this could be information passed onto us by another service promoting our sessions or courses (such as Rockstar Climbing Ltd or The National Navigation Award Scheme, Tahdah etc) where you might have booked to attend one of our activities or courses through a third party.

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We also collect certain information via our website.
When you visit our website and browse it, we might collect certain types of data such as your Internet Protocol (IP) address used by your device to connect to the internet. We may also collect information regarding the device you’re using itself to view our website (i.e smartphone, tablet or PC/laptop), and the operating system you use (Windows, OS, etc.). In addition, we may also track the number of page visits we receive and the visit duration.

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What personal information do you store and how do you use it?
 

We may collect and store the following types of personal data:

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• Your full name, postal address, contact telephone number(s), email address, date of birth, gender, emergency contact details and in some cases any relevant medical conditions.

• Personal photograph(s) such as headshots or photographs of you taking part in one of our activities or when we're providing a service. 

• Any information relating to personal qualifications relevant to the services and activities we provide.

• Certain financial or billing information such as bank details and/or credit/debit card details. 

We may use this data for the following reasons:

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• To register you on to an activity, such as a workshop, course or to allow you to take part in an event where we're providing services.

• To allow you to make bookings with Rockyventures Ltd either online, by phone or face-to-face.

• To allow you to make other types of purchases through Rockyventures, such as from our website or in person.

• To help us communicate with you to answer any general questions you have asked of us.

• To inform you of any cancellations or rescheduling of workshops courses or activities you're booked on to or services we're scheduled to provide for you. This would also include any junior participants that you may have booked on to one of our workshops, courses or activities and or events. 

• To provide you with information regarding upcoming workshops, courses, activities, events and news where appropriate and only if you have provided your consent to receive such information.

• To assist in providing and delivering our National Navigation Award schemes and Duke of Edinburgh Award Schemes. 

• To allow you to apply for work with us.

• For the prevention of fraud or misuse of personal data by others or for the misuse of our facilities.

• For the establishment, defence and/or enforcement of any legal claims against Rockyventures Ltd.

• To allow a prompt and rapid response in the event of a medical emergency or to support emergency service personnel in the advent of an accident or medical situation.

• To keep our workshops, courses and events safe and secure and to help protect all our staff and participants.

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Communicating with you for marketing or promotional purposes

We may use your contact details to communicate with you about new workshops, courses, events, services and products or promotions which we feel may be of interest to you and this may happen through email or social media.

Communications of this nature will only happen if you have given us your express consent to do so, so in the case of marketing information via email you may have either signed up via our website directly or opted-in via our registration process to grant this consent. With regards to social media, you may receive our posts in your social feeds if you have chosen to connect with us.

If you have provided us with consent previously but no longer wish to receive communications of a marketing nature from us then please contact us by emailing brian@rockyventures.co.uk. You can also opt out of our email communications at any time by emailing us and stating you would like to be removed from our mailing list.

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Legitimate Interest and Lawful Basis
 

The terms set down under the General Data Protection Regulation (GDPR) state that organisations must rely on a lawful basis/legitimate interest to use any personal data collected. For Rockyventures Ltd this is considered to be:

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• Where you have provided specific consent for us to use your personal data, such as registering to use our facilities as a customer, signing up for our mailings relating to news, events and courses, or following us on social media.

• Where we are obliged to do so for legal reasons, such as regulatory bodies which govern our industry, government bodies or legal establishments, or where there is vital interest such as emergency services.

• Where necessary allow us to provide our service to you as a customer upon your request, for example, for the completion of a booking, entry fee to the centre or subscription.

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Personal information for children

We will only collect and store personal data for a child when we have consent to do so from either the child or the parent/legal guardian of the child in question. Rockyventures Ltd operates a rigorous Safeguarding Policy to ensure that all children are kept safe and protected and this extends to include the appropriate handling of data.

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How long do we retain your personal information?

Records such as Participation Consent Forms will expire once the workshop, course, activity or event has ended. However, they will remain on file for a total duration of 3 years following the date of original completion, or in the case of minors until they are 21 years of age. If before this duration your personal data is no longer required, we will then remove your data from our records.

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Do you sell or share personal data?
 

We will never sell or share your personal data for marketing or promotional purposes. However, we may divulge some personal data to third parties in order for us to achieve our legal or contractual obligations as a Company.

For example, we may disclose certain elements of a customer’s personal data to register them on the National Navigation Award Scheme if they are attending one of our Navigator Courses, or we may further disclose some details to emergency services, government bodies or legal representatives in case of an accident, medical situation or legal dispute.

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How is personal data stored?

Rockyventures Ltd is committed to keeping your personal data as safe and secure as possible.

Data is stored electronically on a secure server either directly (i.e. created electronically in the first instance via an electronic device) or indirectly (i.e. where a paper record has been created it is then scanned and then the paper copy destroyed).

Your personal information is accessible only by trained staff and certain parts of your personal data are limited to Brian Hall (Company Owner).

We have security measures in place to prevent unauthorised access to stored data.

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Personal data - your rights

You have the right to withdraw your consent for us to use your personal data at any time, including unsubscribing from our mailing list, and your rights further extend to the following options:

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• Right of access - you can request confirmation of what information we hold about you or a child of yours on our records providing you can prove you have lawful entitlement to view this data (proof of identity will be required).

• Right to be forgotten - You can request to stop receiving communications from Rockyventures Ltd or further request any data we hold on you or a child of yours be deleted from our records. Upon verification of this request, we will then remove all data bar any information we are legally required to retain.

• Right of modification - If you believe any data we hold on your or a child of yours to be inaccurate then you have the right to request this data be modified to bring it up to date. You can also request, via your right of access, for us to provide you with the information we hold on you if you are unsure if your data is accurate.

• Right to restrict processing - You have the right to request we stop processing your personal data if you believe your data is inaccurate or is being used illegitimately.

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Changes to this Privacy Policy

We may update this Privacy Policy from time to time in order to keep our policies up to date. If any significant changes are made to this policy, we will endeavour to communicate this with you.

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Getting in contact with us

If you have any concerns regarding your data or you wish to contact us regarding your personal information and its usage, please contact us and ask for our Data Protection Officer using the details below.

Email –  brian@rockyventures.co.uk

Telephone – 07910933360

Post - Brian Hall, Rockyventures Ltd, 80 Shaftesbury Avenue, Swindon, Wiltshire, SN3 2AB

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If you feel an enquiry you make with us isn’t being handled to your satisfaction you have the right to make a complaint to the Information Commissioner’s Office (ICO) contactable via www.ico.org.uk