All the stuff you need to know about your personal data

Rockstar Climbing Privacy and Data Policy

Rockstar Climbing Limited is committed to protecting your privacy and this privacy policy explains our data processing procedures, i.e. how we manage the data you share with us through various channels plus your rights and options regarding how your data is used.

The policies that follow contain important information regarding your personal rights to privacy and as such we recommend you read it carefully in order that you can understand how we collect and manage your personal data.

Please note too that any data you provide us is on a completely voluntary basis, however, without providing us with certain types of personal data we cannot provide access legally to certain services or facilities.

Rockstar Climbing Privacy and Data Policy

When do we collect personal information from you?
We collect personal information from you when you provide it directly.
For example, when you visit Rockstar Climbing and you complete our climber registration form, when you book onto a course or session online, over the phone or face-to-face at our Front Desk, when you sign up to our mailing list or communicate with us via email.

We collect personal information from you when it is publically available.
This could include when you interact with us via social media (Facebook, Instagram, Twitter).

We collect personal information when it is provided indirectly, i.e. by a third party.
For example, this could be information passed onto us by another service promoting our sessions or courses (such as Groupon, etc) where you might have booked to attend through a third party.

We also collect certain information via our website.
When you visit our website and browse it we might collect certain types of data such as your Internet Protocol (IP) address used by your device to connect to the internet. We may also collect information regarding the device you’re using itself to view our website (i.e smartphone, tablet or PC/laptop), and the operating system you use (Windows, OS, etc.). In addition we may also track the number of page visits we receive and the visit duration.

What personal information do you store and how do you use it?

We may collect and store the following types of personal data:

Your full name, postal address, contact telephone number(s), email address, date of birth, gender, emergency contact details and in some cases any relevant medical conditions.
Personal photograph(s) such as headshots.
CCTV footage where you might be visible at the centre.
Any information relating to personal qualifications relevant to the climbing industry including first aid.
Certain financial or billing information such as bank details and/or credit/debit card details. Where this information is stored, however, it is done so via a regulated financial provider such as Stripe or Worldpay and data is encrypted and stored in a limited way.

We may use this data for the following reasons:

To register you as a climber at Rockstar via our registration process.
To allow you to make bookings at Rockstar either online, by phone or face-to-face.
To allow you to make other types of purchases at Rockstar, such as from our shop or café.
To help us communicate with you to answer any general questions you have asked of us.
To inform you of any cancellations or rescheduling of sessions or courses you, or a junior under your supervision, may be booked onto.
To provide you with information regarding upcoming events, other activities and news where appropriate and only if you have provided your consent to receive such information.
To assist in providing and delivering our NICAS/NIBAS schemes for juniors.
To allow you to apply for work with us.
For the prevention of fraud or misuse of personal data by others or for the misuse of our facilities.
For the establishment, defence and/or enforcement of any legal claims against Rockstar.
To allow a prompt and rapid response in the event of a medical emergency or to support emergency service personnel in the advent of an accident or medical situation.
To keep our facility safe and secure and to help protect our staff and customers.

Communicating with you for marketing or promotional purposes

We may use your contact details to communicate with you about new products, services, courses, events or promotions which we feel may be of interest to you and this may happen through email, or social media.

Communications of this nature will only happen if you have given us your express consent to do so, so in the case of marketing information via email you may have either signed up via our website directly or opted-in via our registration process to grant this consent. With regards to social media you may receive our posts in your social feeds if you have chosen to connect with us.

Where you have provided us with consent previously but no longer wish to receive communications of a marketing nature from us then please contact our Data Protection Officer by emailing dpo@rockstarclimbing.co.uk. You can also opt-out of our email communications at any time by clicking the ‘unsubscribe’ link at the bottom of our emails.

Legitimate Interest and Lawful Basis

The terms set down under the General Data Protection Regulation (GDPR) states that organisations must rely on a lawful basis/legitimate interest to use any personal data collected. For Rockstar Climbing Limited this is considered to be:

Where you have provided specific consent for us to use your personal data, such as registering to use our facilities as a customer, signing up to our mailings relating to news, events and courses, or following us on social media.
Where we are obliged to do so for legal reasons, such as regulatory bodies which govern our industry, government bodies or legal establishments, or where there is vital interest such as emergency services.
Where necessary to allow us to provide our service to you as a customer upon your request, for example, for the completion of a booking, entry fee to the centre or subscription.

Personal information for children

We will only collect and store personal data for a child when we have consent to do so by either the child or the parent/legal guardian of the child in question. Rockstar Climbing operates a rigorous Safeguarding Policy to ensure that all children are kept safe and are protected and this extends to include the appropriate handling of data.

How long do we retain your personal information?

Certain records such as facility waivers (registration forms that permit an individual to climb at Rockstar) will expire every two years at which point we will ask you to re-register if you wish to continue using our facility; this relates to both adults and children.

Expired waivers and other registration or permission based documents will remain on file for a total duration of 3 years following the date of original collection, or in the case of minors until they are 21 years of age. If before this duration your personal data is no longer required we will then remove your data from our records.

Do you sell or share personal data?

We will never sell or share your personal data for marketing or promotional purposes. However, we may divulge some personal data to third parties in order for us to achieve our legal or contractual obligations as a Company.

For example, we may disclose certain elements of a customer’s personal data to register them on the NICAS/NIBAS scheme if they are attending our Cliffhangers sessions, or we may further disclose some details to emergency services, government bodies or legal representatives in case of an accident, medical situation or legal dispute.

How is personal data stored?

Rockstar are committed to keeping your personal data as safe and secure as possible.

Data is stored electronically on secure servers either directly (i.e. created electronically in the first instance via an electronic device) or indirectly (i.e. where a paper record has been created it is then scanned and then the paper copy destroyed).

Your personal information is accessible only by trained staff and certain parts of your personal data is limited to staff members who require a higher level of access, such as senior managers and directors.

We have security measures in place to prevent unauthorised access to stored data.

Personal data - your rights

You have the right to withdraw your consent for us to use your personal data at any time, including unsubscribing from our mailing list, and your rights further extend to the following options:

Right of access - you can request confirmation of what information we hold about you or a child of yours on our records providing you can prove you have lawful entitlement to view this data (proof of identity will be required).

Right to be forgotten - You can request to stop receiving communications from Rockstar Climbing or further request any data we hold on you or a child of yours be deleted from our records. Upon verification of this request we will then remove all data bar any information we are legally required to retain.

Right of modification - If you believe any data we hold on your or a child of yours to be inaccurate then you have the right to request this data be modified to bring it up to date. You can also request, via your right of access, for us to provide you with the information we hold on you if you are unsure if your data is accurate.

Right to restrict processing - You have the right to request we stop processing your personal data if you believe your data is inaccurate or is being used illegitimately.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time in order to keep our policies up to date. If any significant changes are made to this policy we will endeavour to communicate this with you.

Getting in contact with us

If you have any concerns regarding your data or you wish to contact us regarding your personal information and its usage please contact us using the details below.

Email our Data Protection Officer on: dpo@rockstarclimbing.co.uk

Telephone: 01793 824 177 and ask for our Data Protection Officer

By post: Rockstar Climbing, Unit 3, i.o. Centre, Hobley Drive, Swindon SN3 4NS.

Please mark any correspondence for the attention of our Data Protection Officer.

If you feel an enquiry you make with us isn’t being handled to your satisfaction you have the right to make a complaint to the Information Commissioner’s Office (ICO) contactable via www.ico.org.uk.



Review Rockstar's Privacy Policy

Participation Agreement

Please ensure you read this agreement carefully before signing. It contains essential information on the risks, conditions of use, as well as a release of liability. If you have any questions in relation to this agreement, please contact the centre or speak to a member of staff.

Rockstar Climbing Limited is committed to protecting your privacy and further information is available within the link to our privacy policy at the top of this page. This explains our data processing procedures, i.e. how we manage the data you share with us through various channels, plus your rights and options regarding how your data is used in line with the General Data Protection Regulation (GDPR).

Please note that any data you provide us, is on a completely voluntary basis, however, without providing us with certain types of personal data we cannot provide access to our services or facilities. This waiver and consent will need to be renewed every two years.

Participation Statements

BMC – “The British Mountaineering Council recognises that climbing and mountaineering are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions.”

ABC – “All climbing activities have a risk of serious injury. Participants must recognise that even if they follow all good practice there may still be a risk of accident and injury. It is the responsibility of the participant to adhere to the conditions of use.”

1.     Assumption & Acknowledgement of Risks

a.     I hereby Acknowledge and accept that the activity of climbing, both indoors and outdoors, and the use of Rockstar Climbing Centre’s facilities, participation in its activities and services or observation of such activities, involves risks. I recognise that some risks are inherent and as such cannot be eliminated or reduced. I confirm that I understand the nature and extent of these risks, which can include, but are not limited to:

i.      All manner of injury resulting from falling from height and coming into contact with; the floor, climbing surface, people and/or other permanent or temporary structures.

ii.      Rope abrasion, entanglement and other injuries resulting from activities on or near the climbing walls, such as, but not limited to; climbing, belaying, abseiling, rescue systems, and any other rope activities.

iii.      Injuries resulting from the actions or oversight of others, including, but not limited to; falling climbers or dropped items.

iv.      Failure or misuse of equipment or any part of the facilities.

v.      Failure to follow direct instruction or implementation of best practices.

vi.      Failure to follow Rockstar Climbing Centre’s conditions of use and rules, as outlined in sections 2a through to 3f.

b.      I further acknowledge that there are risks associated with the use of Rockstar Climbing Centre’s and participation in its activities other than climbing-related ones, including, but not limited to, the use of training equipment, slacklining or participation in group classes.

c.      I confirm that 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 that I, or they, will be involved in an accident which could result in injury to myself, them or others.

d.      I agree that I, plus any minors I may be responsible for supervising during my visit, will be happy to complete a safety induction of the bouldering area when asked by a member of staff and before being permitted to climb. Further, if I am an experienced rope climber and intend to climb or belay unsupervised on the roped walls I also agree to undertake a belay competency assessment when asked by a member of staff before being permitted to use this area.

Please provide a signature below to indicate that you have read, understood and accept the terms laid out in section 1:

2.     Conditions of Use

a.     Our Duty of Care – The rules set out in section 3 are not intended to limit your enjoyment of our facilities and services. They are part of the duty of care that we, as operators, owe to you our customers, by law. As such they are not negotiable. If you are not prepared to abide by them, you may not use our facilities or services. Should it come to our attention that you are not abiding by our rules you may be asked to leave.

b.     Your Duty of Care – You also have a duty of care to act responsibly towards other users and adhere to our rules. Statements of ‘Best Practice’ are posted around the centre adjacent to the relevant activity. These describe the accepted methods of use and how customers would normally be expected to behave towards each other.

c.      Unsupervised Climbing – Before you engage in any climbing activity without supervision, we expect you to be competent in the activity you wish to undertake, including completing an assessment if required and undertaking an induction before using the centre. By registering, you both understand and accept the risks, and agree to abide by ‘The Conditions or Use’ and ‘The Rules’ involved in your participation. Unsupervised climbing is just that, staff will provide whatever help and advice they can, but formal instruction in the use of equipment will only be provided when booked and paid for. Should you not be competent in the use of any equipment, you must not attempt to use it without the supervision of someone who is competent and assessed to that effect. Anyone not registered unsupervised must not take part in or use the facilities and services without supervision of a competent person.

d.     Supervised Climbing – An adult who has registered for ‘Unsupervised Climbing’ may supervise up to two novices, only if they are prepared to take full responsibility for the safety and wellbeing of those novices. Groups of three or more novices must only be supervised by an instructor or coach holding the relevant qualification and insurance and whom has registered with our Operations Manager. Novices must remain with their supervisor at all times whilst within climbing areas. When engaged in supervision, a supervisor must not leave the ground at any point.

e.     Under 18’s – All under 18’s must be directly supervised by an adult deemed competent in the activity they are engaging in, unless they have been registered and assessed by staff to engage in ‘Unsupervised Climbing’.

f.       Facilities & Services – Rockstar Climbing Centre reserves the right to close the facilities or part thereof for any period of time required for route setting, tournaments, other activities or in connection with repairs, alterations or maintenance work. Occasionally we film and take photographs which could be used for marketing and training purposes. CCTV recording is used to protect all customers and staff.

Please provide a signature below to indicate that you have read, understood and accept the terms laid out in section 2:

3.     The Rules

a.     General Safety – Check in at reception upon each visit before engaging in any activity. Exercise due care, common sense, and self-preservation at all times. Report any problems with the walls, equipment or other climber’s behaviour to a member of staff immediately. Be aware of other climbers and how your actions could affect them. Never stand/walk or climb directly under or next to someone who is climbing. Stand well back from the climbing walls unless you are belaying or supervising a climber. Avoid distracting others whilst they are climbing, belaying or supervising. Please be aware that the impact flooring does not remove the risk of injury but is designed to reduce the severity of these injuries. Ensure the climbing area and your persons are free from hazardous items. Refer to ‘Best Practice’ signage for specific area safety rules. Be aware of the emergency exits and fire assembly points.

b.     Bouldering & Traversing – Always ensure you are in a position to descend safely. Descend by down climbing only, should that not be possible, then at the very least use a controlled fall. Uncontrolled falls greatly increase the risk of injury to yourself or others. Harnesses and rope related equipment, must not be worn in the bouldering area. Never climb beyond your capabilities. Do not climb over or ‘Top Out’ on any bouldering surfaces.

c.      Auto-Belay – When using the auto-belay, you must identify the line your chosen route climbs and not deviate off this line. Descending from the route must be done in a controlled manner with, where possible, the landing zone and path checked to be clear before letting go. Climbing down is not recommended and should only be done as a last resort. Never attempt to grab back on to the wall when descending, as the auto-belay will continue to lower. Solo climbing on the auto-belay routes is not acceptable; always use the auto-belay safety line to protect yourself. Helmets must not be worn when using the auto-belays, and all additional hardware on your harness and loose clothing must be removed.

d.     Roped Climbing – When Climbing – Please ensure you identify your chosen route before ascending. Always use a climbing harness to attach yourself to the provided rope. Always tie directly into the harness using a suitable knot, for best practice use a re-threaded figure-eight with a double stopper knot. Clipping in with a karabiner is not recommended in normal climbing situations. Solo climbing is not acceptable; always use a rope to protect yourself on these routes. Do not carry unnecessary equipment on your harness and remove any loose items from your pockets. The abseil station is out of bounds.

e.     Roped Climbing – When Belaying – Novices must not belay without on the ground supervision backing up the brake rope or dead end. Always use a belay device attached to your harness with a locking karabiner. ‘Traditional’ or ‘Body’ belaying is not acceptable. Ground anchors are provided to give support to people belaying a climber who is much heavier than they are. Correct use of ground anchor systems can be demonstrated by a member of staff on request. Direct belaying from ground anchors is not acceptable. Always pay attention to what the climber is doing, standing as close to the climbing wall as is practical unless you are using a ground anchor.

f.       Roped Climbing – When leading – Please ensure you identify your chosen route before ascending. You must supply your own appropriately rated dynamic rope. Do not use the existing ropes on the wall. You must clip all the runners of your chosen route in the correct sequence. Do not use your own quick draws or try to lead a line which has an auto-belay attached. If seconding a climb, the second climber should; be protected from uncontrolled swings by appropriately clipped quick draws, ensure the rope is securely fixed through two parts of the lower off anchor.

g.     Training Equipment – All training equipment is used at your own personal risk. Please follow ‘Best Practice’ notices where applicable or seek further advice from the Rockstar team. Under 18’s should not use the training areas or equipment unless directly supervised by a member of the Rockstar team or a competent adult.

Please provide a signature below to indicate that you have read, understood and accept the terms laid out in section 3:

4.     Release of Liability      

a.     My participation, and that of any person(s) I am signing on behalf of, is purely voluntary, and I or they, elect to participate despite the risks.

b.     I hereby voluntarily release, forever discharge, and agree to hold harmless Rockstar Climbing Centre, its owners and employees, with respect to all losses, damages, claims or other liabilities, whether known or unknown, arising out of any property damage, personal injury or wrongful death in any way connected to my participation, and that of any person(s) I am signing on behalf of, in activities both indoors and outdoors, that are hosted by or involve Rockstar Climbing Centre, its facilities/services or employees, with the exception of gross negligence or intentional misconduct.

c.      I authorise Rockstar Climbing Centre employees to provide or obtain medical assistance 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.

d.     I confirm that Rockstar Climbing Centre may use any photograph or video of me or any person(s) I am signing on behalf of, taken inside their facilities or at any activity hosted by them, for promotional purposes related solely to the advertisement of their business.

Please provide a signature below to indicate that you have read, understood and accept the terms laid out in section 4:

First Participant's Name

First Name*

Middle Name

Last Name*

First Participant's Date of Birth*
First Participant's Information
Participant Gender *

Medical Information *
First Participant's Signature*
Second Participant's Name

First Name*

Middle Name

Last Name*
Second Participant's Date of Birth*
Second Participant's Information
Participant Gender *

Medical Information *
Third Participant's Name

First Name*

Middle Name

Last Name*
Third Participant's Date of Birth*
Third Participant's Information
Participant Gender *

Medical Information *
Fourth Participant's Name

First Name*

Middle Name

Last Name*
Fourth Participant's Date of Birth*
Fourth Participant's Information
Participant Gender *

Medical Information *
Fifth Participant's Name

First Name*

Middle Name

Last Name*
Fifth Participant's Date of Birth*
Fifth Participant's Information
Participant Gender *

Medical Information *
Sixth Participant's Name

First Name*

Middle Name

Last Name*
Sixth Participant's Date of Birth*
Sixth Participant's Information
Participant Gender *

Medical Information *
Seventh Participant's Name

First Name*

Middle Name

Last Name*
Seventh Participant's Date of Birth*
Seventh Participant's Information
Participant Gender *

Medical Information *
Eighth Participant's Name

First Name*

Middle Name

Last Name*
Eighth Participant's Date of Birth*
Eighth Participant's Information
Participant Gender *

Medical Information *
Ninth Participant's Name

First Name*

Middle Name

Last Name*
Ninth Participant's Date of Birth*
Ninth Participant's Information
Participant Gender *

Medical Information *
Tenth Participant's Name

First Name*

Middle Name

Last Name*
Tenth Participant's Date of Birth*
Tenth Participant's Information
Participant Gender *

Medical Information *
Participant's Address
Address Line 1:*
Street address, P.O. box, company name, c/o
Address Line 2:
Apartment, suite, unit, building, floor, etc.
Parent or Guardian's Email Address


Confirm Email*
We would like to send you occasional emails relating to upcoming events, promotions or session/course info at Rockstar. Please tick this box if you are happy to receive such emails from us, you can unsubscribe at any time.
Emergency Contact

Emergency Contact's Name*

Emergency Contact's Phone Number*
How did you hear about us? *
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*


Parent or Guardian's Date of Birth*
Parent or Guardian's Information
Participant Gender *

Medical Information *
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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