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Data Privacy Notice

‘Adventure Plus’ (including Windmill Farm Conference Centre) is a data controller (ICO reference Z7735511) for personal data about clients, prospective clients, job applicants, criminal proceedings (outcomes and sentences) and both current and former employees, events, training, holiday attendees and newsletter subscribers.

We do not trade personal data for commercial purposes and will only disclose it if required by law or when necessary to deliver the service you have paid for.

To contact ‘Adventure Plus’ or ‘Windmill Farm Conference Centre’ with a data protection query regarding the processing of your personal data, please use the email aplus.compliance@adventureplus.org.uk

Details of our processing

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations. The exception is for sending email marketing which we carry out on the basis of consent.

Consent to one of 9 marketing communication categories is given by individuals completing a Personal Data Consent Form. This is either;

Note. All marketing communications are by email with the exception of our ‘Annual Newsletter’ and ‘Christmas Appeal’ letters we send by post (See No. 7). The 9 marketing communication categories are:

1. Adventure Plus - News and Events

2. Adventure Plus - Supporters and Fundraisers

3. Adventure Plus - Teachers and Group Leaders

4. Adventure Plus - Total Adventure Holidays and Clubs

5. Adventure Plus - Adventure Base and other new developments

6. Adventure Plus - Pray for us

7. Adventure Plus - Annual Newsletter and Christmas Appeal (by post only)

8. Windmill Farm Conference Centre - News and Events

9. Windmill Farm Conference Centre - Guests and Groups

Windmill Farm Conference Centre

As a client, we will hold the following information about you:

  • Name and contact information.
  • Billing and payment information.
  • Nutritional and Medical information (required when we cater for you at Windmill Farm)
  • Visual images (if permission given)

Adventure Plus

As a client, we will hold the following information about you if it is relevant to the event or booking you attend:

  • Personal details
  • Family details if required
  • Lifestyle and social circumstances
  • Financial details
  • Education and employment details
  • Visual images (if permission given)
  • Nutritional and Medical information (required when we cater for you at Windmill Farm)
  • Physical or mental health details
  • Racial or ethnic origin
  • Offences and alleged offences
  • Criminal proceedings, outcomes and sentences

We also use your personal data when it is in our legitimate interest for internal purposes associated with maintaining our business. See below for how we use your information with third-party online tools:

  • SHEEP CRM (Contact, fundraising, bookings)
  • Mailchimp (Newsletter and correspondence)
  • Xero and QuickBooks (Finance)
  • Google (Correspondence and bookings)
  • Mitingu and Stripe (individuals’ bookings and payments)

We will retain information about you for the duration of our relationship with you in accordance with our Data Retention Policy (please email aplus.compliance@adventureplus.org.uk if you wish a copy of this).

Visitors to our Website

When you visit our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website.The information is only processed in a way which does not identify individuals.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

E-Newsletters and communications

We use a third-party provider, Mailchimp, to deliver our e-marketing communications. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.

Bookings

We use a third-party provider, Mitingu, to process your online bookings. We collect your booking information and relevant medical information which we only keep online for the duration of the event. At the end of each season the data is held in secure long term offline storage to adhere to our legal responsibilities and in accordance with our Data Retention Policy.

Contact Database

We use a third-party provider, SHEEP CRM, to store contact and personal details in accordance with client bookings and consent given. This is held in accordance with our Data Retention Policy.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit.They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Security

We endeavour to take all reasonable steps to protect your personal information. All the data collected by us is stored on secure servers both onsite and in the cloud by the nominated 3rd part providers.

Your Rights

As an individual whose personal data is processed by Adventure Plus and Windmill Farm Conference Centre you have these rights:

  • The right to be informed, which is what this privacy policy is for.
  • The right to access what data we hold about you.
  • The right to object to direct marketing – either use the unsubscribe option or contact us directly at aplus.compliance@adventureplus.org.uk.
  • The right to object to processing carried out on the basis of legitimate interests.
  • The right to erasure (in some circumstances).
  • The right to data portability.
  • The right to have your data rectified if it is inaccurate.
  • The right to have your data restricted or blocked from processing.

If, at any time, you want to verify, update or amend your personal data please email aplus.compliance@adventureplus.org.uk or complete the following Personal Data Consent Form https://www.adventureplus.org.uk/personal-data-consent-form

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (hyperlink https://ico.org.uk/).

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 22/5/2018