Privacy Policy

 

This privacy notice will be available to all participants of Walk Climb Summit providing them with information about what personal data is processed and how their personal data will be used.

 

NOTE: The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which came into effect in the UK on 25 May 2018. 

 

Data controller: Walk Climb Summit, 35 Grovelands Avenue, Hitchin, SG4 0QU

Data Protection Officer: Ben Morgan-Gray

The organisation collects and processes personal data relating to its participants to manage the services it provides to participants ensuring a safe and efficient environment. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

 

What information does the organisation collect?

The organisation collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, gender, occupation and date of birth;
  • Self-declared statements relating to your ability to climb and belay safely;
  • Self-declared statements your understanding of the risks of bouldering, climbing and mountaineering;
  • Self-declared statements relating to your understanding of the Terms and Conditions of Walk Climb Summit;
  • Self-declared information regarding your medical conditions, medications, recent hospital admissions and allergies;
  • Details, including name, address, landline and mobile number of your emergency contact;
  • Your signatures relating to your declarations of climbing, belaying, risks, rules and conditions of use and medical information;
  • Details relating to any training course you may have undertaken including observations made by instructors;
  • Statements made by you as part of the competition of onboarding forms such as relating to climbing experience and goals;
  • Details of any booking made via our booking portal; and
  • Details relating to availability of instructors or associate instructors training qualifications and their availability to instruct.

 

The organisation may collect this information in a variety of ways. For example, data might be collected through the new Client Registration Form (including but not limited to Medical Information and New Climber Experience, where completed); from correspondence with you; or through meetings or other assessments.

In some cases, the organisation may collect personal data about you from third parties, such as details passed to us via our booking website or payment processor. 

Data will be stored in a range of different places, including in our physical file, and in our digital record store and other IT systems (including the organisation's email system).

 

Why does the organisation process personal data?

The organisation needs to process data to provide a safe, effective and enjoyable experience for our services users. For example, it needs to process your data to understand your level of experience and goals to ensure accurate, enjoyable and safe services can be planned and delivered.

In some cases, the organisation needs to process data to ensure that it is complying with its safety and insurance obligations. For example, it is required to ensure all climbers not under direct instructor supervision are signed-off to climb independently to ensure insurance cover is valid for example when coaching at a climbing wall.

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end use of its services. Processing participant data allows the organisation to:

  • Provide a safe environment for all participants;
  • Ensure we are aware of any medical conditions that we need to account for;
  • Have appropriately qualified instructor(s);
  • Communicate with you about availability of our services; 
  • Communicate with you about other services we may offer; and
  • respond to and defend against legal claims.

 

Who has access to data?

Your information may be shared internally, with our instructors and 3rd party instructors where we are using them to provide services on behalf of Walk Climb Summit.

All participant data may be shared with:

  • Company directors & staff
  • Instructors

 

Data will be shared with the following 3rd parties / systems depending on role:

  • Booking website
  • Payment Processor
  • Marketing, communication and engagement platform (e.g. Facebook)
  • Our data management and email system (e.g. Google)

 

Under the new GDPR regulations we are asked to state whether your data is transferred outside of the EEA. Walk Climb Summit do not do this as a matter of operating practices however your data may be transferred to countries outside the European Economic Area (EEA) to facilitate provision of the above 3rd parties that process data and/or provide services. We have specifically identified that Google may transfer data between data servers internationally. Data is transferred outside the EEA on the basis of Google’s operating model. Please visit: https://cloud.google.com/security/gdpr/ for more details on the relevant safeguards, contracts, confirmation of compliance and certification.

 

How does the organisation protect data?

The organisation takes the security of your data seriously. The organisation has controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its committee and volunteers in the performance of their duties. 

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

 

For how long does the organisation keep data?

The organisation will hold your personal data for up to 12 months after your last use of our services. 

 

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please email This email address is being protected from spambots. You need JavaScript enabled to view it.  

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

 

What if you do not provide personal data?

Certain information, such as contact details, declarations relating to your ability to climb and payment details, have to be provided to enable the organisation to provide services to you. 

 

Automated decision-making

None of our decisions are based on automated decision-making.