Avertical World - Privacy Notice

Avertical World Climbing Centre (the “Wall”, “Centre”, “we”, “us”) is committed to protecting your privacy. At all times we aim to respect any personal information you share with us, or that we receive from others, and keep it safe. This Privacy Notice (“Notice”) sets out our data processing practices and your rights and options regarding the ways in which your personal information is used and collected (including through our website – www.averticalworld.co.uk

This Notice contains important information about your personal rights to privacy. Please read it carefully to understand how we use your personal information. 

Please note that this notice applies to both our customers and our staff and as such may make reference to types of information only relevant to one or other of those groups.

The provision of your personal information to us is voluntary. However, without providing us with your personal information, your use of our services or your interaction with us may be impaired. For example, you may be unable to sign up as a member, or make an online booking.

Contents of this policy:

    1.How we collect personal information about you
    2.What personal information do we use?
    3.Do we process special categories of data?
    4.How and why will we use your personal information?
    5.Lawful bases
    6.Communications for marketing/ fundraising
    7.Children’s personal information
    8.How long do we keep your personal information?
    9.Will we share your personal information?
    10.Security/ storage of and access to your personal information
    11.International Data Transfers
    12.Exercising your Rights
    13.Changes to this Notice
    14.Links and third parties
    15.How to contact us
    1.How we collect personal information about you:

a. When you give it to us directly 

For example, personal information that you submit through our website by making a booking to 

use our facilities, registering as a member or signing up for our email newsletter; or personal 

information that you give to us when you communicate with us by email, social media, phone or 

letter.

b. When we obtain it indirectly

For example, your personal information may be shared with us by third parties including, for 

example, the Association of Climbing Walls (Britain) Limited (“ABC”), an organisation established 

to promote safe management practices in climbing walls of which we are a member; third party 

service providers; analytics providers and search information providers. To the extent we have not 

done so already, we will notify you when we receive personal information about you from them 

and tell you how and why we intend to use that personal information.

c. When it is available publicly

Your personal information may be available to us from external publicly available sources. 

For example, depending on your privacy settings for social media services, we may access 

information from those accounts or services (for example when you choose to interact 

with us via Facebook, Instagram, Twitter).

d. When you visit our website

When you visit our website, we automatically collect the following types of personal information:

    1.Technical information, including the internet protocol (IP) address used to connect your device to the internet, browser type and version, time zone setting, browser plug-in types and versions and operating systems and platforms.
    2.Information about your visit to the websites, including the uniform resource locator (URL) clickstream to, through and from the website (including date and time), services you viewed or searched for, page response times, download errors, length of visits to certain pages, referral sources, page interaction information (such as scrolling and clicks) and methods used to browse away from the page. We collect and use your your personal information by using cookies on our website.

In general, we may combine your personal information from these different sources set out in a-d above, for the purposes set out in this Notice.

    2. What personal information do we use?

We may collect, store and otherwise process the following kinds of personal information:

    a.your name and contact details including postal address, telephone number, email address,    emergency contact details and, where applicable, social media identity;
    b.your date of birth and gender;
    c.your financial information, such as bank details and/ or credit/ debit card details,
    d. Information about your computer / mobile device and your visits to and use of this website, including, for example, your IP address and geographical location;
    e.personal descriptions and photographs;
    f.details of your qualifications/ experience;
    g.information about your climbing performance and level of fitness.

and/ or any other personal information which we obtain as per paragraph 1.

Do we process special categories of data?

The EU General Data Protection Regulation (“GDPR”) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and religious beliefs.

In certain situations, the Wall may collect and/or use these special categories of data (for example, information on climbers’ medical conditions relevant to their use of our facilities). We will only process these special categories of data if there is a valid reason for doing so and where the GDPR allows us to do so.

    4. How and why will we use your personal information?

Your personal information, however provided to us, will be used for the purposes specified in this Notice. In particular, we may use your personal information:

    a.to register you as a member of the Wall;
    b.to allow you to make a booking to use our facilities;
    c.to otherwise provide you with services, products or information you have requested;
    d.to provide further information about our work, services or activities (where necessary, only where you have provided your consent to receive such information);
    e.to assist you with certification schemes, such as NICAS;
    f.to answer your questions/ requests and communicate with you in general;
    g.to allow you to apply for a job or volunteer role with us;
    h.to manage relationships with our partners and service providers;
    i.to analyse and improve our work, services, activities, products or information (including our website), or for our internal records;
    j.to keep our facilities safe and secure;
    k.to run/administer the activities of the Wall, including our website, and ensure that content is presented in the most effective manner for you and for your device; 
    l.to audit and/ or administer our accounts;
    m.to satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work (for example requirements relating to the payment of tax or anti-money laundering);
    n.for the prevention of fraud or misuse of services; and/or
    o.for the establishment, defence and/ or enforcement of legal claims.
    p.to contact your next of kin in the event of an accident or emergency;
    q.In the reporting of dangerous occurrences and incidents to the relevant bodies.

    5.Lawful bases

The GDPR requires us to rely on one or more lawful bases to use your personal information. We consider the grounds listed below to be relevant:

    a.Where you have provided your consent for us to use your personal information in a certain way (for example, we may ask for your consent to use your personal information to send you email newsletters, or to collect special categories of your personal information. Special categories of personal information are explained in paragraph 2 above).
    b.Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services).
    c.Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example, to provide you access to our facilities in return for your booking fee).
    d.Where it is in your/someone else’s vital interests (for example, in case of medical emergency suffered by a climber).
    e.Where there is a legitimate interest in us doing so.

The GDPR allows us to collect and process your personal information if it is reasonably necessary to achieve our or others’ legitimate interests (as long as that processing is fair, balanced and does not unduly impact your rights as an individual).

In broad terms, our “legitimate interests” means the interests of running of the Wall as a commercial entity and ensuring the best possible user experience.

When we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and on your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

    6.Communications for marketing/promotional purposes 

We may use your contact details to provide you with information about our work, events, services and/or activities which we consider may be of interest to you (for example, about services you previously used, or events involving our, or other walls’, facilities). 

Where we do this via email, SMS or telephone (where you are registered with the Telephone Preference Service), we will not do so without your prior consent (unless allowed to do so via applicable law).

Where you have provided us with your consent previously but do not wish to be contacted by us about our work, events, services and/or activities in the future, please let us know by email at simon@averticalworld.co.uk You can opt out of receiving emails from the Wall at any time by clicking the “unsubscribe” link at the bottom of our emails.

    7.Children’s personal information

When we process children’s personal information, where required we will not do so without their consent or, where required, the consent of a parent/ guardian. We will always have in place appropriate safeguards to ensure that children’s personal information is handled with due care.

    8.How long do we keep your personal information?

In general, unless still required in connection with the purpose(s) for which it was collected and/or processed, we remove your personal information from our records six years after the date it was collected. However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure (please see Section 11 below), we will remove it from our records at the relevant time.

If you request to receive no further contact from us, we may keep some basic information about you on our suppression list in order to comply with your request and avoid sending you unwanted materials in the future.

    9.Will we share your personal information?

We do not share, sell or rent your personal information to third parties for marketing purposes. However, in general we may disclose your personal information to selected third parties in order to achieve the purposes set out in this Notice. 

These parties may include (but are not limited to):

    a.The ABC and the ABC Training Trust;
    b.local government agencies;
    c.funding bodes such as Sport Scotland and NGB (such as Mountaineering Council of Scotland, Climb Scotland);
    d.awarding bodies such as Mountain Training;
    e.other members of the ABC;
    f.healthcare professionals;
    g.providers of kit and equipment;
    h.suppliers and sub-contractors for the performance of any contract we enter into with them, for example IT service providers such as website hosts or cloud storage providers;
    i.professional service providers such as accountants and lawyers;
    j.parties assisting us with research to monitor the impact/effectiveness of our work, events, services and activities; and
    k.regulatory authorities, such as tax authorities; 
    l.our insurers;

In particular, we reserve the right to disclose your personal information to third parties:

    ïin the event that we sell or buy any business or assets, in which case we will disclose your personal information to the (prospective) seller or buyer of such business or assets;
    ïif substantially all of our assets are acquired by a third party, personal information held by us may be one of the transferred assets; 
    ïif we are under any legal or regulatory duty to do so; and/or 
    ïto protect the rights, property or safety of the Wall, its personnel, users, visitors or others.

    10. Security/storage of and access to your personal information

The Wall is committed to keeping your personal information safe and secure and we have appropriate and proportionate security policies and organisational and technical measures in place to help protect your information. 

Your personal information is only accessible by appropriately trained staff, volunteers and contractors, and stored on secure servers which have features to prevent unauthorised access.

11.International Data Transfers

GDPR applies to all countries within the European Economic Area (“EEA”) and those countries are therefore subjected to the same level of data protection law. Where practical we will endeavour to use agencies and suppliers that operate within the EEA or other countries which are deemed to have equivalent safeguards.

However, because we may sometimes use agencies and/or suppliers to process personal information on our behalf, it is possible that personal information we collect from you will be transferred to and stored in a location outside the EEA, for example the United States.

Please note that some countries outside of the EEA have a lower standard of protection for personal information, including lower security requirements and fewer rights for individuals. Where your personal information is transferred, stored and/or otherwise processed outside the EEA in a country that does not offer an equivalent standard of protection to the EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards (such as by entering into standard contractual clauses which have been approved by the European Commission) designed to protect your personal information and to ensure that your personal information is treated securely and in accordance with this Notice. If you have any questions about the transfer of your personal information, please contact us using the details below. 

Unfortunately, no transmission of your personal information over the internet can be guaranteed to be 100% secure – however, once we have received your personal information, we will use strict procedures and security features to try and prevent unauthorised access.

Exercising your Rights

Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing or fundraising purposes or to unsubscribe from our email list at any time. You also have the following rights:

    a.Right of access – you can write to us to ask for confirmation of what personal information we hold on you and to request a copy of that personal information. Provided we are satisfied that you are entitled to see the personal information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exemptions that apply.
    b.Right of erasure – at your request we will delete your personal information from our records as far as we are required to do so. In many cases we would propose to suppress further communications with you, rather than delete it.
    c.Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated. You can also ask us to check the personal information we hold about you if you are unsure whether it is accurate/up to date.
    d.Right to restrict processing – you have the right to ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.
    e.Right to object – you have the right to object to processing where we are (i) processing your personal information on the basis of the legitimate interests basis (see paragraph 4), (ii) using your personal information for direct marketing or (iii) using your information for statistical purposes.
    f.Right to data portability – to the extent required by the GDPR, where we are processing your personal information (that you have provided to us) either (i) by relying on your consent or (ii) because such processing is necessary for the performance of a contract to which you are party or to take steps at your request prior to entering into a contact, and in either case we are processing using automated means (i.e. with no human involvement), you may ask us to provide the personal information to you – or another service provider – in a machine-readable format. 
    g.Rights related to automated decision-making – you have the right not to be subject to a decision based solely on automated processing of your personal information which produces legal or similarly significant effects on you, unless such a decision (i) is necessary to enter into/perform a contract between you and us/another organisation; (ii) is authorised by EU or Member State law to which the Wall is subject (as long as that law offers you sufficient protection); or (iii) is based on your explicit consent.

Please note that some of these rights only apply in limited circumstances. For more information, we suggest that you contact us using the details in paragraph 14 below.

We encourage you to raise any concerns or complaints you have about the way we use your personal information by contacting us using the details provided in paragraph 14 below.  You are further entitled to make a complaint to the Information Commissioner’s Office – www.ico.org.uk For further information on how to exercise this right, please contact us using the details below

13. Changes to this Notice

We may update this Notice from time to time. We will notify you of significant changes by contacting you directly where reasonably possible for us to do so and by placing an update notice on our website. This Notice was last updated on 1st July 2019

14. Links and third parties

We link our website directly to other sites. This notice does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external website you visit via links on our website.

15. How to contact us

Please let us know if you have any questions or concerns about this Notice or about the way in which the Wall processes your personal information by contacting us at the channels below. Please ask for / mark messages for the attention of the Data Protection Officer.

Email: simon@averticalworld.co.uk

Telephone 01382 201 901

Post: Data Protection Officer Avertical World, 7 Blinshall Street, Dundee, DD1 5DF

 

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Adult Courses Registration & Acceptance of Risk Form

to be completed by the participating Adult


Review Privacy Policy

These terms and conditions are for Adult Course Bookings with Avertical World booked either at reception or through the website. 

Conditions of Use

Please note that the centre's conditions & rules are occasionally updated. By agreeing to our terms & conditions you also agree to all future amendments and additions. The latest version is always available at reception and we ask you familiarise yourself on arrival prior to paying for entry.

Participation Statement “the Association of British Climbing Walls and Mountaineering Scotland recognise 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 and involvement”

Duty of Care - These conditions, are not intended to limit your enjoyment, but are part of the duty of care that we (the operators) owe to you (the customer). As such they are not negotiable, and if you are unwilling to abide by them staff may ask participants to leave the centre.

Each Participant - on Avertical World courses should complete a copy of this form.

Safety - Our Instructors are experienced in delivering safe sessions, they may at times give direct instructions to the group or individuals and those instructions should be followed directly for the safety of the group and others within the centre. When participating in sport there will always be a risk of injury.

Family / Friends / group members not participating - should be within the safe / seating areas of the centre - off the matted areas.

Young children not participating - should be kept safe by an adult and not allowed to move freely within the centre.

Communicating - Whilst many of the activities at the centre are exciting and our instructors are experienced in delivering sessions, we ask that if at any point individuals feel uncomfortable with what they are asked to do - they should tell the instructor at the time.

Personal Property - Avertical World accepts no responsibility for any loss of or damage to personal property brought to the centre. 

Changes to the booking - Where you wish to change a booking date / time / or number of participants please contact us and we will endeavour to meet your request.

Cancellations by Customers - If you contact us 72 hours before the start of the course we will be able to refund or reschedule the course/event. If you contact us within 72 hours a cancellation fee of £25 per hour per instructor will be applied. Our preferred method of contact is email (info@averticalworld.co.uk)

Cancellations by Avertical World - Where Avertical World needs to cancel a booking it will offer an alternative date / time or a complete refund of fees paid. Avertical World can not be held responsible for other costs incurred.

Payment Method - Avertical World and associate businesses comply with Payment Card Industry Data Security Standard (PCI DSS) and only use third parties that are PCI DSS compliant.  Online bookings are managed by a compliant third party and no card information is kept by Avertical World. Avertical World will not accept credit card information by email or fax. Merchant copies of credit card receipts are securely stored. Customer copies will be given to the customer. The security of customer card receipts is the responsibility of the customer. 

GDPR - All data collected by Avertical World is stored securely and only held with compliance of Avertical World’s GDPR policy (available on Avertical World’s website). Avertical World stores your information to facilitate the safe and practical operation of the business, if you do not wish for your information to be stored please contact us, this may entail your being unable to use the centres facilities.

Declarations: 

I am 16yrs of age or older

I Agree

I understand that there is risk involved in participation

I Agree

I hereby certify that to the best of my knowledge I do not suffer from a medical condition that could affect them or others whilst in the centre 

I Agree

I have read the Adult Course Conditions of Use & Rules of the centre and agree to them

I Agree

I confirm that the information given is correct, and agree to promptly notify the centre if any of the above changes

I Agree

Today's Date: November 21, 2024

First Participants Name

First Name*

Last Name*

Phone*
First Participants Date of Birth*
First Participants information
I agree to the terms and conditions of the centre.*
Yes
No
First Participants Signature*
Second Participants Name

First Name*

Last Name*
Second Participants Date of Birth*
Second Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Third Participants Name

First Name*

Last Name*
Third Participants Date of Birth*
Third Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Fourth Participants Name

First Name*

Last Name*
Fourth Participants Date of Birth*
Fourth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Fifth Participants Name

First Name*

Last Name*
Fifth Participants Date of Birth*
Fifth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Sixth Participants Name

First Name*

Last Name*
Sixth Participants Date of Birth*
Sixth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Seventh Participants Name

First Name*

Last Name*
Seventh Participants Date of Birth*
Seventh Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Eighth Participants Name

First Name*

Last Name*
Eighth Participants Date of Birth*
Eighth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Ninth Participants Name

First Name*

Last Name*
Ninth Participants Date of Birth*
Ninth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
Tenth Participants Name

First Name*

Last Name*
Tenth Participants Date of Birth*
Tenth Participants information
I agree to the terms and conditions of the centre.*
Yes
No
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 discounts by e-mail.
Emergency Contact

First Name*

Last Name*

Emergency Contact's Phone Number*
Parent(s) or legal guardian(s) must sign for any participating minor (those under 16 years of age) and agree that they and the minor are subject to all the terms of this document, as set forth above.


By signing below the parent or legal guardian agrees that they are also subject to all the terms of this document, as set forth above.
Parent or Guardian's Name

First Name*

Last Name*

Phone*
Parent or Guardian's Date of Birth*
Parent or Guardian's information
I agree to the terms and conditions of the centre.*
Yes
No
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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