Privacy Notice:
Peak Activity Services Ltd is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information in accordance with the General Data Protection Regulation (GDPR).
Peak Activity Services Ltd is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We are registered with the ICO under registration number ZA490142
We may update this notice at any time. A summary of changes and date of changes will be provided at the bottom.
1. Who Are We?
www.peak.co.uk is a site operated by Peak Activity Services Ltd (“We”). We are registered in England and Wales under company number 6824664 and have our registered office at Maybrook House, Third Floor, Queensway, Halesowen, B63 4AH. Our VAT number is 927104637. We are a limited company.
You should address any enquiries about our use of your personal data to our Data Protection Officer (DPO) by post or by email at Hannah.calway@keys-group.co.uk
2. How to use this Privacy Policy:
Please read this Privacy Policy carefully as it sets out how Peak Activity Services Ltd collects and uses personal information about you, according to the General Data Protection Regulations (GDPR) and is regularly reviewed. Please check these pages from time to time to ensure you are aware of any updates that we may make, and that will take effect as soon as they are made.
3. What this notice covers:
This policy covers the personal information we may hold about you, however we obtain it. We collect information at different points during our relationship with you. For example, when you browse our website, sign up to receive marketing, make a booking for one of our activities or sign a disclaimer at the site where you participate in any activity. This privacy notice does not cover the links within this site to other websites and we encourage you to read the privacy statements on other websites you visit.
4. What is meant by 'personal data'?
Personal data means any information relating to an individual which can identify them, directly or indirectly. It includes a wide range of identifying information such as name, email address, postal address, mobile number, location and genetic data, social identity, IP address and so on.
5. What we collect, why and for how long:
6. When you visit a Peak Activity Services Ltd adventure site
Before you can take part in your Peak Activity Services Ltd activities, you will need to sign a disclaimer, possibly more than one if you have additional support needs. We need this information in order to ensure we comply with health and safety regulations to ensure all participants and staff are safe during activities. We only collect information about special category data that is relevant to the activity.
Please note that this information is necessary for the performance of the contract of services, if you are unable to provide this information this will prevent us from allowing you to participate in the activities. For example, if you have a hearing impairment that means you will not hear the instructor’s safety training it could lead to injury.
For religious / cultural information, we only need to know if part of your belief means you cannot undertake a necessary part of the activity, such as allowing a specific gender to harness you or unable to wear a helmet.
6.1 Medical & Religious Disclaimers:
What information do we collect?
When you book a Peak Activity Services Ltd activity with us, if you have any pre-existing medical conditions or needs, cultural or religious traditions that impact your ability to safely take part in the activity, you will be asked to read and sign an additional disclaimer. In each instance we will collect your name and signature, but some forms require additional information. Each child under 16 years of age must be signed for by either a parent, guardian or carer, dependent on the disclaimer.
Why and how do we use it?
We issue disclaimers for the following:
Religious headwear - If you are unable or unwilling to wear the protective helmets for our watersports or land-based experiences, due to a cultural or religious tradition of wearing a headscarf or turban, you may not be able to do certain activities. If you are unsure on whether the activity you would like to participate in requires a helmet, please contact us before booking.
Pregnancy - If you are pregnant we advise you do not take part in activities involving water or a harness. For other activities, do not to take part at all unless discussed with doctor.
Existing physical injury or condition - If you have a pre-existing injury or condition but still wish to take part in an activity we will ask you to sign a form declaring this including providing details of the injury or condition.
Hearing impaired - If you have hearing difficulties we will agree with you any additional adjustments to the safety brief to assure your safety and will ask you to sign a form agreeing to follow these rules.
Additional needs - If you have a medical or physical disability we will ask you to declare the needs which are to be accommodated. We may agree to provide you with additional assistance or increased supervision and will ask you to sign a form agreeing to this.
We ask for this information to ensure you have read and understood the additional risks of taking part in the activity. This is a legal requirement to ensure:
· we have brought the risks to your attention;
· where appropriate we have devised additional support in accordance with your specific conditions;
· you have understood and accepted any additional risks and agree to any additional rules and support.
The forms are used in the event of any claim and to help improve safety standards by tracking any accidents, should they occur.
6.2 Consent to having your photo taken & used:
Sometimes, we may seek your consent to having photos or video taken for the purpose of using in our marketing materials. This is based on your consent and is separate to use of our services, therefore, if you do not consent to your photo being taken, this will not impact on your use of our services.
We may use these images across our full range of marketing and media channels and applications which promote and publicise Peak Activity Services Ltd. This may include digital and print content and materials such as our website, blog, social media, posters, advertisements, email content, leaflets, and other publicity materials.
Footage will not be used in conjunction with any other information that could identify you, unless we have gained your express permission beforehand. Such instances could include for a press article which may name you, or as a competition winner on a social media channel.
6.3 Where your company / school has organised an event.
Peak offers corporate events and so, we may have been given a list of attendees by your organisation / school. This would include your name and potentially your position in your organisation /school. This is necessary in order to determine who to expect and log attendance.
You will be required to fill in the disclaimer forms directly and so this privacy policy and the manner and reason for collect applies to this information as well.
Who do we share it with?
We will not sell the images but may share them with third parties, as may be needed in the production and dissemination of our marketing materials, such as designers, printers, advertisers, journalists, third party re-sellers. We may also share them with other companies and organisations with whom we engage in joint promotional activities, such as suppliers of other leisure services or products. Images used on our social media channels may also be shared by our active followers. Although we have clear terms of use of materials set out in our Website Terms of Use Policy it is possible that other third parties will take and use images on our website or other digital channels without our permission – that is just the nature of the web.
7. COOKIES
Please see our separate cookies notice for information on the type we use.
8. STORING AND SHARING YOUR INFORMATION
Where we store your Personal Data:
The data that we collect from you will always be stored on our secure servers or those of our service providers. Wherever possible we will select a server within the UK or the EEA.
Where our providers are based outside the UK / EEA we will ensure that they are bound by contract to provide the same level of protection to personal data as if they were in the UK / EEA. For example, use of EU Standard Contractual Clauses and the UK IDTA Addendum or, where they are in the US, they are signed up to the UK-US Data Bridge.
Sharing Information:
In some circumstances, we may disclose your personal information as an ad hoc disclosure. Wherever possible, you will be notified of this.
This could be because a court or the police or other law enforcement agency has requested it using the appropriate channels. This includes but is not limited to enforcement authorities for the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations, the Health and Safety at Work Act 1974, and any other necessary regulations as part of an enforcement visit or investigation.
9. How long do we keep your information?
We only hold your personal information for as long as is necessary for the reason you provided it to us, as per the processing scenarios described in the sections above.
10. Security of your personal data
We are committed to ensuring that your information is safe and secure whilst under our control to protect against loss, unauthorised disclosure or access. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All information you provide to us is stored on our secure servers or those of our service providers and any payment transactions will be encrypted using SSL technology.
11. Your Rights in Relation to Your Information
You have rights as an individual in relation to the information we process, these are:
11.1 Access to your Information:
Individuals have a right to access the information that we hold about them as well as supplementary information about what we do with the information. This privacy policy is intended to generally cover what we do with the information.
For a copy of the information we hold, you can make this verbally to any staff member, in person or over the phone, alternatively you can send your request direct to our DPO via email or post. Please see their contact details at the end of the notice.
11.2 Right to Rectification
If your details change, or if you think that any of the information that we have about you is incorrect or incomplete you have a right to request that this information is changed. You can make this request verbally, but where the request is complex we may ask for you to write it down so that we can be clear on the objections and changes.
11.3 Right to Erasure
You have a right to ask us to delete your information. Wherever possible we will look to uphold your
request, however, we may need to process some information in order to satisfy legal obligations. We will always communicate with you what information we are unable to erase should you make the request.
In relation to consent, unless there are extenuating circumstances (such as an open investigation), your right to erasure will be complied with.
11.4 Right to Object
You have a right to object to the processing of your personal data, this right is not absolute but we are required to consider your request and provide details of why it cannot be upheld if that is our decision.
This is separate to your object / removal of consent for direct marketing (please see below.)
For example, if you object to us processing your health data we may not be able to continue providing services as we are required under health and safety regulations to obtain this information.
11.5 Removing your consent
11.5.1 for Direct Marketing:
If you have given us your consent to receive marketing messages from us, you can change your mind and remove your consent (opt-out) at any time. Here are the ways you can contact Peak Activity Services Ltd to do this: click the ‘unsubscribe’ option at the end of a marketing email; email us at marketing@peak.co.uk ; or write to us at FAO DPO Maybrook House, Third Floor, Queensway, Halesowen, B63 4AH
It may take up to two weeks for your details to be removed from our marketing list.
Please note that if you have a forthcoming Peak Activity Services Ltd adventure booking we will send you service-related emails, even if you have unsubscribed from marketing communications as this is important information you will require for your activity.
11.5.2 Removing your consent for use of your images:
You can withdraw the consent you gave for us using your image at any time. For children whose parents/legal guardian gave permission on their behalf, when they turn 16, they have legal rights over this data and will have the right to revoke the consent themselves. To withdraw your consent email marketing@peak.co.uk ; or write to us at FAO DPO Maybrook House, Third Floor, Queensway, Halesowen, B63 4AH
We will stop using your images as soon as reasonably possible but note that images used for web-based promotions may remain indefinitely.
11.6 Right to Restrict Processing
Where you believe we are processing your information unlawfully or you have requested a right to rectification you also have a right to request the restriction of processing. This could be for a limited time whilst we investigate a request.
11.7 Right to Data Portability
The right to data portability is unlikely to apply to the processing Peak Ltd undertakes, however, if you do wish for your data to be transferred to another controller please do get in touch and we will do our best to support.
11.8 Rights in relation to automated decision making and profiling
Peak Ltd does not use any such methods for processing of personal data.
12. Use of CCTV
Peak Ltd does not use CCTV, however, in some areas that we operate the landlord of the building may have CCTV. For example, our Trafford site is owned and run by Trafford Council. If you have any queries relating to CCTV please direct to the council.
13. Telephone Recording
Peak Ltd does not record calls.
14. Queries & Complaints:
Peak Activity Services Ltd tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously.
If you want to make a complaint about the way we have processed your personal information, you can contact us, again through our DPO:
· By email: hannah.calway@keys-group.co.uk
· By post: Maybrook House, Third Floor, Queensway, Halesowen, B63 4AH
We will acknowledge your query as soon as possible and advise you of expected timeframes.
If you are not satisfied with our response, you can refer the matter to the Information Commissioner’s Office (ICO). Information about how to do this is on the ICO website at www.ico.org.uk