Offload Active Limited acts as a Data Controller for the purposes of GDPR. To process your booking, we need to collect personal details about you and all the children on your booking. We will always respect and protect your privacy. This policy sets out how we will collect, use and store any personal data about you and your child(ren). By booking with us and sharing personal information, you are agreeing to us storing and processing this information as set out below. You are responsible for ensuring you have the agreement from all persons on your account and booking to pass on their details to us.
What is our legal approach for processing data?
Our lawful approach for processing data are as follows;
Consent – consent has been obtained to use personal data
Contract – the processing of data is necessary to fulfil our service agreement with customers
Legitimate Interest – we use your data to pursue our legitimate interests in such ways which would be reasonably expected to operate our business, and which does not impact on the freedom or rights of customers.
When do we collect data?
When you register your details with us or make a booking, we will need to collect certain personal details to process your booking and make the necessary arrangements for your child(ren) to attend Offload Active.
Prior to attending an Offload Active, we will also need to collect more sensitive personal data, specifically relating to the children on your bookings, such as medical conditions, allergies, and educational needs to ensure we can provide the appropriate care for your child. During camp/sessions you may need to complete forms which will require personal information relating to you or your child or if you contact us with a query/complaint.
We may also collect data from you in other ways that will request your name, address, email address and telephone number. For example, when you enter a competition, complete a survey, follow us through social media or when you actively sign up to email or phone text messages from us for marketing purposes.
What data do we collect?
Account Holder details – Name, address, DOB, telephone numbers, email address, details of your interactions with us e.g. a query/complaint, details of your visits to our website, personal details to help tailor our services to you, comments and service reviews, work address and telephone number and social media username if you make contact with us in this way.
Children’s details – Name, address, DOB, medical, school/club, previous level of rugby experience, registered GP, medical information and any other relevant information you feel we need to know.
The law requires us to take reasonable steps to ensure data is kept accurate and up to date.
How do we use your data?
If you have registered, we may use your data to contact you via post, email, phone or text message with information about offers, news, services and products or to administer prize draws/competitions you may have entered or to send surveys or feedback requests.
We will only do this if you have opted in to receive such information from us and you have the right to opt out of your data being used for marketing purposes at any time. Please let us know if your details/preferences change so we can update our records.
Opting In/Out – Your privacy is important to us which is why we like to make sure you’re in control. You can opt in or out at any time by emailing us at firstname.lastname@example.org
Third Parties – We will not pass on your personal information to other users of the site and we will only ever pass on your personal details to a third party if it is necessary to fulfil a particular service on your behalf or as part of our normal business activities.
Should any safeguarding concerns or legal proceedings require us to pass on your personal information we trust you will understand that we have a duty to comply with the law. Please be aware that the way in which your personal details would be legally protected within the UK may differ from other countries. Our website contains links to and from other websites. If you follow a link from our site to another site, please be aware that the third-party site will have its own privacy and data protection policies and we are not responsible for how they may collect their data.
How do we protect data?
Storage – Once data is received, we will take all reasonable steps to ensure your data is secure to prevent unauthorised access to it. All information you provide is stored on secure databases and hard copy information at camp is held in lockable containers and all payment transactions are encrypted.
How long do we keep data for?
There are legal requirements for how long we must keep data for before destroying it. Due to the nature of our services involving children we are required to keep information relating to each child and their booking for 25 years after they leave camp. All data is archived and destroyed after 25 years. When the time arises, we securely delete and destroy all the information we hold. Hard copies of personal data are shredded, and electronic copies are securely deleted. Whilst we hold data for longer, we will only actively use this to contact you regarding our products and services within a maximum of 3 years of your last booking/enquiry with us.
You have the following rights in relation to your data:
Right to access, rectification, erasure, data portability, object and automated decision making (including data profiling). If you would like to exercise any of these rights, please write to offloadrugbycamps.co.uk. Please, note that in some circumstances we will still need to retain certain data to comply with our legal obligations. If you are not happy with the way we have handled your data or responded to your requests you can lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns
Changes to our policy
We reserve the right to update this policy from time to time and we will keep you informed by updating this statement on our website.