Last updated 25/05/2018
The Adventure Element Ltd is committed to protecting your privacy and security. This policy sets out how we collect and process personal data which we collect from you or which you provide to us. These are the data that you enter when you make an enquiry on our website, and information collected by us as you interact with our services. Whenever you provide personal information, we will treat that information in accordance with this policy, with current legislation on protection and use of data.
Who are we - who holds your data?
We are The Adventure Element Ltd. Registered Company Number 09103989, in the UK. Our Data Controller is our Company Director. This data privacy statement applies to us and our activities in the UK and abroad.
2. What data do we collect and how?
We collect the following categories of data about you:
i. Name and Contact Details
The information you provide when booking an expedition or programme, or if you work as a self-employed contractor for us. e.g. your given names and surname, date of birth, address, your telephone number and email address.
ii. Personal / Sensitive Data
For certain products we are required to record personal / sensitive data, e.g. your passport number; data about your health
iii. Financial Information
• Payment information such as bank account details
• If you allow us to use photographs you have taken, we may store your name and the fact that you have given us permission to use them.
• If you are pictured in a photograph we have taken, and given us permission to use it, we will record this.
v. Accidents or Incidents
If an accident or incident occurs at our registered office, on one of our expeditions or programmes, or involving one of our staff then we’ll keep a record of this (which may include personal data and sensitive personal data, such as information relating to health).
3. How do we use your personal data?
We may process your personal information for carefully considered and specific purposes which are permitted by regulations and enable us to carry out our services. The Adventure Element Ltd. will use your data for the following purposes:
- To answer an enquiry
- For the supply of the service you have requested
- For maintaining contact with you
- Improving the services we provide
- Processing any payments due to you, or handling any contract we have entered into with you
- For our administration and for compliance with legislation and regulations
We will always comply with the law.
4. Who has access to your data?
a. to the extent that we are required to do so by law;
b. in connection with any ongoing or prospective legal proceedings;
c. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
d. to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and
e. to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
4. Which third parties have access to your data?
We will only share your data with partners and service providers who are directly involved in your booking / programme. For instance: Duke of Edinburgh’s Award, the overseas agent involved in your expedition, sub-contractor delivering your programme.
Our partners and service providers are established in the European Union but also beyond. If this kind of party has access to your data then this constitutes an international transfer of personal data. The regulations in countries outside of the EU do not always provide the same level of protection of personal data as the regulations within it.
5. How do we secure your data and how long do we retain them?
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Personal data is collated using GoogleForms which is password protected. We will create different forms for our various products, events and programmes.
Any personal information downloaded from a GoogleForm will stored on secure (password and encrypted) document.
On occasion, personal information is printed and given to The Adventure Element Ltd staff for the purpose of an event / programme. Following the finish of the event / programme this data is disposed of by shredding.
All electronic transactions entered into via the website will be protected by encryption technology. You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
We retain your data as long as required to realise the objectives as described in this privacy statement, but generally no longer than 2 years* after your last interaction with us, unless in so far as such is necessary for compliance with our statutory obligations, or for the benefit of potential disputes. If we no longer require data then we destroy these data or anonymise them in order that they can no longer be linked to you.
*Accident Records: will be kept for a minimum of 3 years, or if it involves a child until they reach 21
6. Your Preferences
By providing personal data you consent to its processing as described in this Policy. If you do not wish to receive information in any or all of following ways - mail, telephone, e- mail, SMS – or wish to express other preferences, contact: firstname.lastname@example.org
They're anonymous, they only give us information about the number of visitors to our site, so we don't know what you personally are looking at, just that someone has looked at what you've looked at.
Some parts of our site rely on cookies, but we will tell you where and when. Most browsers will allow you to control how cookies are handled, whether they are accepted and how long they are stored for. All browsers do this differently, but if you're concerned about privacy and security then please have a look in the 'help' documentation for your particular browser.
External links on our website
8. How can I exercise my statutory rights?
You may contact us at email@example.com at any time to exercise any of the rights you are granted under applicable data protection laws, which includes (1) the right to access your data, (2) to rectify them, (3) to erase them, (4) to restrict the processing of your data, (5) the right to data portability and (6) the right to object to processing. Please note that we may require you to provide additional information to verify your identity.
You can also contact us at if you have any questions, remarks or complaints in relation to this privacy statement. If you have any unresolved concerns, you also have the right to lodge a complaint with your Data Protection Authority.
If you have any problems or queries about your data, please contact:
The Company Director, The Adventure Element Ltd, 14 Keld Close, Stainton, Penrith, Cumbria, CA11 0EJ. Telephone: 01768 800212; firstname.lastname@example.org
9. Data Breach
If there is a breach in personal data security leading to its accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access. We will assess the risk to people’s rights and freedoms and take appropriate action. If the breach is likely to result in a high risk of adversely affecting individuals’ rights and freedoms, we will inform those individuals without delay and notify the Information Commission Office within 72 hours.
We will document all breaches and near breaches of personal data security.
10. Policy Amendments