This Privacy Policy sets out how Oakwood uses and protects information you give us in order to improve the way we communicate and work with you. This Policy is designed to protect you, our users by informing you how personal information is collected, how we look after that information and with whom we share it.

Oakwood is committed to complying with the General Data Protection Regulation (GDPR). By using our website and our centres you are consenting to us processing your information in the ways stated here.

What information do we collect?

The information we collect may include any of the following.

Name and contact data

Oakwood collects your first and last name, your photograph, email address, postal address, phone number, any medical conditions, an emergency contact name, relationship and telephone number and other personal data required as part of your relationship with Oakwood. If you contact us by email or via the website we may keep a record of your contact information and enquiry and may subsequently use your contact details to respond to your enquiry.

Information which allows us to recognise you.

Such as Member ID and storing this data saves you from re-entering your details again when you return to the website to make a booking. Your Photograph allows us to ensure that your card is not misused if lost or stolen and helps us identify you to ensure we support you on your journey with Oakwood.

Details of your transactions.

We collect data for any transactions you carry out through our website and centres, so that we can honour your booking and provide you with the services you have purchased. Payment data is passed securely to our third party processors as necessary to process your payment if you make purchases. Oakwood does not keep the details of these payments once the transaction has been completed. Please note that we never your store payment details on our website. Oakwood does however store payment data where necessary in order to process your monthly membership direct debits.

Information about website visits including IP address.

The IP address is your computer’s individual identification number. We use your IP address to capture information about website visits so we can learn more about how our customers use the website in order to find ways to improve the website and our products and services for your benefit.

Customer feedback

We will record customer comments and surveys about how we are performing.

Sensitive data

We may ask you for information about any medical conditions in order to ensure you are eligible to use our centres and fitness equipment.

How you can change the way Oakwood uses your personal data

When you submit data to Oakwood you will be given options to restrict our use of your data.

Data relating to children

Oakwood considers anyone under the age of 18 to be a minor and will require consent from their legal guardian before their data can be collected and processed

How to withdraw consent and change how we communicate with you

You may withdraw your consent, and object to some or all of our Direct Marketing communications, at any time by contacting emma@oakwoodclimbingcentre.co.uk or by phoning our head office 0118 979 2246 and stating the mailing you wish to be excluded from.

Any data that you supply will be retained by Oakwood on a secure database for as long as you use the services or if there is a legal requirement to hold the data.

Oakwood will never sell your information to a third party.

Services provided by third parties

Oakwood may also share information with third party organisations that provide specific services which enhance your membership and experience with us. These organisations may process data securely outside of the EEA. There is a contract in place with each third party which includes strict terms and conditions to protect your privacy.

Your communications preferences.

We keep a record of any permissions and preferences you give us about what types of communication you are happy to receive from us.

How do we store and protect your personal information?

These are the basic guidelines we use to look after your personal data.

1. We maintain secure systems to protect your personal information

2. We respect your wishes about how we contact you, whether by post, telephone, email or text message

3. We will update your information or preferences promptly when you ask us to

4. We will respond fully to requests from you to see the information that we hold on you.

5. We will not hold your personal information for longer than is necessary.

6. We follow strict procedures when storing or handling information that you have given us. Some information is encrypted, such as payment transactions and password.

How do we use your information?

We use your information to help us provide and improve our services for you. We may use your information in the following ways.

1. to provide you with any services that you have purchased

2. to check your identity

3. to ensure that we are aware of any medical conditions that may affect your experience with us

4. to update our records with any new information you give us

5. to notify you if we will be unable to provide a service you have booked before

6. to provide marketing communications (if you have given us your permission)

7. for research and analysis so we can develop and improve our services for your benefit

8. to comply with legal requirements.

Keeping you updated

We may from time to time contact you about our services or products we think you might find interesting by email, by post, telephone or SMS, but only if you have given us your permission to do so.

If you do not want us to contact you by email please let us know by ticking the relevant box in the Permissions page in ‘My Settings and Preferences’ in your profile, or click on the ‘unsubscribe’ link on any emails we send. You may also opt-out of email or any other communications by contacting the support team at email

Access to the information we store about you

You have the right to obtain a copy of the information Oakwood keeps about you, this is known as a Subject Access Request. If you believe the information we hold about you is out of date or incorrect, please tell a member of staff at one of our centres. You will need a form of identification to request any changes.

Links to other websites

The Oakwood websites contains links to and from external websites. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.

Cookies & Similar Technologies

Cookies are pieces of data created when you visit a website and are stored in the cookies directory of your computer.

We use cookies along with web analytic tools to see how our site is used and to help us provide a better service. We also collect non-identifiable information: This includes:

* collecting information about how you use our website and journey through it

* Identifying your interests and collecting location data in order to show you ads on third party websites – such as Google – that might be of interest to you

* We use the Google AdWords remarketing service to advertise on third party websites – including Google – to previous visitors to our site. This could be in the form of an advertisement on the Google search results page, or a site in the Google Display Network. Third-party vendors, including Google, use cookies to serve ads based on someone’s past visits to the Oakwood website.

Any data collected will be used in accordance with our own privacy policy and Google’s privacy policy.

You can set preferences for how Google advertises to you using the Google Ad Preferences page, and if you want to you can opt out of interest-based advertising entirely by changing the cookie settings on your computer.

The use of cookies does not give us access to your computer and they cannot be used to identify an individual user.

Changes to this privacy policy

Oakwood reserves the right to change the Privacy Policy as we may deem necessary from time to time or as required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the policy on your first use of the website following the alterations.

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Public climbing registration form


Review Oakwood Privacy Policy

Please ensure you read this agreement carefully before signing. Once this form has been completed please collect your membership card from the reception.

 

Participation Statement

 

"The British Mountaineering Council recognises that climbing is an activity with a danger of personal injury or death. Participants in these activities should also be aware of and accept these risks and be responsible for their own actions and involvement"

 

​1.1 Risks

 

Although the indoor climbing centre is an artificial environment these risks are no less than when climbing outside.  Participation or observation of climbing activities involve risks which can include, but are not limited to: 

  • Injuries from falling from height and coming into contact with; the floor, climbing surfaces, other users and permanent or temporary structures. 
  • Rope abrasion, entanglement and other injuries from roped activities, such as climbing, belaying, lowering off, use of auto-belays and rescue systems.
  • Misuse or failure of equipment or any part of the facility including but not limited to spinning or breaking holds.
  • Failure to follow the Oakwood Climbing Centre's rules and conditions of use, as outlined in sections 1.2 and 1.3
  • Further risks involved with the facility and participation of activities that include, but are not limited to, the use of training equipment or participation in group classes

1.2 Conditions of Use

 

Our duty of care - The risks and rules of the climbing centre set out in section 1.3 are not intended to limit your enjoyment of the facility. They are part of our duty of care that we, as operators, owe you, the customer, by law. As such they are not negotiable and if you are not prepared to abide by them you will be asked to leave.

Your duty of care - You also have a duty of care to act responsibly towards the other users of the centre. Statements of Good Practice are posted around the centre adjacent to the relevant facilities. These describe the accepted methods of use and how customers would normally be expected to behave.                      

Unsupervised Climbing - Before you engage in any climbing activity without supervision, we expect you to be competent in the activity you wish to undertake.  Unsupervised climbing is just that!  If you are not confident in the use of any walls, climbing equipment or technique, then do not attempt to use it without the supervision of someone who is competent to do so.  Formal instruction in the use of equipment or technique will only be provided on an instructor lead session that has been booked and paid for.

Unsupervised bouldering only - If you are not able to climb with ropes but are competent to boulder you will be registered to boulder only. You will only be allowed to use the bouldering facilities and may not use the roped walls neither as a climber nor as a belayer. If you do climb with ropes and someone is injured as a result of your actions, it is you and not the climbing centre who will be held legally liable. If competent to do so, you may request to upgrade your registration to allow you to use the roped walls at any time.

Supervised Climbing - An adult who has registered for "Unsupervised Climbing" may supervise up to 2 novices for the activities for which they have been registered. Staff may provide help and advice, however this does not constitute instruction or supervision.  Groups of three or more novices must only be supervised by an instructor holding relevant qualifications and insurance, and who has registered as an 'instructor". Novices must remain with their supervisor at all times whilst within climbing areas.  When engaged in supervision on roped walls, the supervisor must not leave the ground at any point.  

Children - All children in the centre (even when not climbing) must be supervised by an adult deemed competent in the activity they are engaging in (with the exception of experienced children who have passed an under 18 sign off assessment). In addition to the obvious risks of climbing, children on the ground are at particular risk of being seriously injured by falling climbers. Please advise staff if you think children are not properly supervised.

Personal Property - The Oakwood Climbing Centre accepts no responsibility for any loss of or damage to customer's personal property whether in lockers or not.

 

1.3 The Rules

 

General Safety

  • Check in at reception each time you visit to the Centre. 
  • You must exercise care, common sense and self-preservation at all times.
  • Report any problems with the walls, equipment, holds or other climbers’ behaviour to a member of staff immediately.
  • Be aware of the other climbers around you and how your actions will affect them. Avoid distracting people while they are climbing, belaying or supervising.
  • Stand well back from the climbing walls unless you are belaying or spotting a climber. Never stand directly under someone who is climbing or obstruct the landing zone below them.
  • The soft matting under the bouldering walls does not make the activity safe and climbing beyond your capabilities is likely to result in a fall.
  • Ensure the climbing area and your persons are free from hazardous items
  • Additional care must be taken when climbing above large volumes.

Bouldering and Traversing

  • Always climb within your capabilities; descending by down climbing until close to the mats is strongly recommended. Should that not be possible, then at the very least use a controlled fall.
  • Never climb directly above or below another climber.
  • Harnesses and other roped related climbing equipment, must not be worn in the bouldering area
  • Topping out is only allowed on the top-out boulder. 
  • Children under the age of 7 are restricted to the childrens area only and must be supervised on a 1:1 ratio

Auto-belays

  • You must always use the Auto-belay safety line to protect yourself on these climbs.
  • When using the autobelays, you must identify the line that your route climbs and not deviate off this line.
  • Descending from the route must be done in a controlled manner, checking the landing zone is clear before letting go where possible.
  • Novice climbers must either be supervised by a competent user or complete a belay induction from a member of staff.
  • Helmets must not be worn when using the Auto-belays, and all harness hardware and loose clothing must be removed.
  • When using the auto-belay to descend from the top out boulder, you must check the landing zone is clear.

Roped Climbing 

When Climbing:

  • Ensure you identify if your chosen route is a bottom rope or lead route.  Do not use the centre's bottom ropes for lead climbing
  • Always use a climbing harness to attach yourself to the rope.
  • Always tie the rope directly into the harness using a suitable climbing knot. Clipping in with a karabiner is not acceptable.
  • When lead climbing, you must use your own appropriately rated dynamic rope.  You must clip all the quick-draws on your route in sequence.  Do not use your own quickdraws to lead.
  • When seconding a lead climb, the climber should be protected from uncontrolled swings by appropriately clipped quick draws.  Ensure the rope is securely fixed to the lower-off anchor.
  • Solo climbing is not acceptable on these walls. Always use a rope to protect yourself on these climbs.

When Belaying:

  • Novices must not belay without supervision on the ground by their supervisor backing up the brake rope.
  • Always use a belay device attached to your safety harness with a locking karabiner. 'Traditional' or 'body' belaying is not acceptable.
  • Ground anchors or sand bags may be provided to give support to people belaying a climber who is much heavier than they are. Direct belays from the attachment points on the floor are only to be used on instructor lead sessions.
  • Always pay attention to what the climber is doing.
  • Always stand as close to the climbing wall as is practical unless you are using one of the attachment points on the floor. Sitting or lying down is not acceptable.

 

Training Equipment 

  • All training equipment is used at your own risk
  • The free weights are not to be used by under 18's unless supervised by a qualified coach

 

Please initial below to indicate that you have read, understand and agree to the sections 1.1, 1.2 & 1.3

 

 

1.4 Declarations

 

Declaration of Fitness

I recognise that climbing is a physical activity.  I confirm to the best of my knowledge neither I, nor any person(s) I am signing on behalf of, suffer from a medical condition that could increase the risk an accident occurring which could result in injury to myself, them or others.

Declaration of Fact

I confirm that all the information supplied on this registration form is correct and if any information changes I will notify the centre.

Release of Liability

I agree that neither the Oakwood Climbing Centre nor any of its employees shall be liable for any loss, damage or injury in any way connected to my participation, and that of any person(s) I am signing on behalf of, in activities indoors or outdoors except where gross negligence or intentional misconduct can be proven.

I authorise Oakwood Climbing Centre employees to provide or obtain medical care without liability, for me or any person(s) I am signing on behalf of, and if required, to arrange transport for me or them to a medical facility.

I am aware that Oakwood Climbing Centre has CCTV running through the centre to ensure the safety of climbers 

Please initial below to indicate that you have read, understood and accept the terms in section 1.4:

 

 

First Participant's Name

First Name*

Middle Name

Last Name*

Phone*
First Participant's Date of Birth*
First Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
First Participant's Signature*
Second Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Second Participant's Date of Birth*
Second Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Third Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Third Participant's Date of Birth*
Third Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Fourth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Fourth Participant's Date of Birth*
Fourth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Fifth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Fifth Participant's Date of Birth*
Fifth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Sixth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Sixth Participant's Date of Birth*
Sixth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Seventh Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Seventh Participant's Date of Birth*
Seventh Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Eighth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Eighth Participant's Date of Birth*
Eighth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Ninth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Ninth Participant's Date of Birth*
Ninth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Tenth Participant's Name

First Name*

Middle Name

Last Name*

Phone*
Tenth Participant's Date of Birth*
Tenth Participant's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Participant's Address
Address Line 1:*
Street address, P.O. box, company name, c/o
Address Line 2:
Apartment, suite, unit, building, floor, etc.
Country:*
City:*
State/Province:*
Zip/Postal:*
Parent or Guardian's Email Address

Email*

Confirm Email*
Check to receive information, news, and promotional discounts by e-mail.
Emergency Contact

Emergency Contact's Name*

Emergency Contact's Phone Number*
Parent(s) or court-appointed legal guardian(s) must sign for any participating minor (those under 18 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.
Parent or Guardian's Name

First Name*

Middle Name

Last Name*

Relationship*

Phone*
Parent or Guardian's Date of Birth*
Parent or Guardian's Medical Information
Are there any medical details such as allergies, asthma, recent broken bones, epilepsy we need to be aware of?*
No
Yes

If yes, please disclose medical details here...
Parent or Guardian's Signature*
Electronic Signature Consent*
By checking here, you are consenting to the use of your electronic signature in lieu of an original signature on paper. You have the right to request that you sign a paper copy instead. By checking here, you are waiving that right. After consent, you may, upon written request to us, obtain a paper copy of an electronic record. No fee will be charged for such copy and no special hardware or software is required to view it. Your agreement to use an electronic signature with us for any documents will continue until such time as you notify us in writing that you no longer wish to use an electronic signature. There is no penalty for withdrawing your consent. You should always make sure that we have a current email address in order to contact you regarding any changes, if necessary.


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