Privacy Notice - Substation Bouldering Ltd.

 

Scope

All data subjects whose personal data is collected, is in line with the GDPR.

Responsibilities

The Data Protection Officer (DPO) is responsible for ensuring that this notice is made available to all customers prior to the collection of their personal data.

All employees of Substation Bouldering Limited that interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

Privacy Notice

Who are we?

Substation Bouldering Limited is a Macclesfield based company that provides a state-of-the-art bouldering and yoga centre. We aim to provide the best for our customers in terms of experience whilst maintaining our environmentally conscious ethos and giving back to the community in various ways.

Our Data Protection Officer and protection representatives can be contacted directly here: 01625 440 144

The Personal Data we would like to process on your behalf is:

 

Personal Data Types

Type: Type of Data Being Taken

Source: (Where Substation Bouldering Limited obtains the personal data from)

All Customers

Source: Provided by the customer when registering to use Substation Bouldering Limited operated centre, via a digital registration form

Data Type:

First Name*

Middle Name*

Last Name*

Phone Numbers*

Date of Birth*

Date of Birth*

Emergency Contact Name*

Emergency Contact Phone Number*

Signatures & Initials On Waiver*

E-mail Address*

Relevant Medical Conditions*

Medicines Taken*

Photographs (Unsupervised 14+ Year Olds)*

 

Under 18 Year Olds

Source: Provided by the customer when registering to use Substation Bouldering Limited operated centre, via a digital registration form.

Data Type:

Parent/Guardian Name*

Parent/Guardian Phone Number*

Dietary Requirements**

Visit Log Including Dates & Times**

 

*These details are for system functionality

** Some information is required when partaking in other offerings for Substation. 

The personal data that we collect, depending on the role, will be used for the following purposes:

Registration at the Centre
Identification of the Customer upon visiting the centre.
Contacting participants in regard to bookings made at Substation, Macclesfield.
Contacting named emergency contacts in the event of an emergency
Marketing from Substation Bouldering Limited (where permission has been given)
Emergency Evacuation
Verifying identity for payments processed by Stripe (www.stripe.com) on our behalf. This happens once permission has been given by the customer.

Our legal basis for processing data for the personal data (Article 6(1b));

Processing is necessary for the performance of a contract to which the customer has agreed when registering to climb at the centre.
We are required to collect the information in the form of a waiver showing consent and understanding before allowing anyone to participate in activities in the centre.
Article 6(1f) – Necessary for the purposes of the legitimate interests pursued by the controller.
The regulatory reform (Fire Safety) Order 2005 England and Wales – Requires an emergency evacuation plan that includes ensuring all those on site are safe and accounted for.

 

Consent

You are giving Substation Bouldering Ltd permission to process the personal data supplied specifically for the purposes identified. Substation Bouldering Limited collects data under the terms identified in Article 6 ‘Lawfulness of processing’ of the General Data Protection Regulation.

Where consent is required for Substation Bouldering Ltd to process personal data, it must be explicitly given.

You may withdraw consent at any time by contacting the Data Protection Officer at Substation Bouldering Limited using the contact details provided above.

 

Disclosure

Substation Bouldering Ltd will not release the information to any third party unless the request is subject to legal obligation without obtaining express written authority of the partner who provided the information.

 

Retention Period

We retain your personal information for as long as necessary to provide the services you have requested, or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our policies.

 

For more information on storage and processing security, please contact Substation Bouldering Ltd. using the details provided above.

 

Your Rights as a Data Subject

At any point while we are in possession of or processing of your personal data, you, the data subject have the following rights:

Right of Access – You have the right to request a copy of the personal data we hold about you
Right of Rectification – You have a right to correct data that we hold about you that is inaccurate or incomplete
Right to be Forgotten – in certain circumstances you can request that all the data we hold about you is erased from our records.
Right to Restriction of Processing – where certain conditions apply you have the right to restrict the processing of the data.
Right of portability – You have the right to have the data we hold about you transferred to another organisation.
Right to object – You have the right to object to certain types of processing such as direct marketing.
Right to object to automatic processing, including profiling – You also have the right to object to the automated processing or profiling of your data.
Right to judicial review: if Substation Bouldering Ltd refuse your request under rights of access, we will provide you with a reason why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be dealt in line with Substation Bouldering Limited’s Subject Access Procedure and will be shared with the customer should a request come directly from a data subject.

 

How Do We Protect Your Personal Information?

We protect your information using technical and administrative security measures to reduce the risks of loss, misuse, unauthorised access, disclosure and alteration. Some of the safeguards we use are firewalls and encryptions

Substation Bouldering Ltd is committed to keeping your personal data safe and secure and we have appropriate and proportionate security policies and organisational and technical measures in place to protect your information.

Your personal information is only accessible by appropriately trained staff, volunteers and contractors and stored on Rock Gym Pro’s database. This information is only available to Substation Bouldering Limited.

 

Third Parties

We use several third parties to process and administer customer information. We only use companies who show full compliancy to the GDPR legislation.

 

Source - What We Use Them For - GDPR Compliant

Rock Gym Pro - Entry system and storage on US servers - Yes, US Privacy Shield

Stripe - Online and RGPro Connect Booking as well as e-billing monthly payments - Yes, US Privacy Shields

Sendgrid - Automated E-mails from Rock Gym Pro - Yes, US Privacy Shield

MailChimp - Marketing (with permission) about upcoming events, products - Yes, US Privacy Shield

Outlook - @substation.co.uk e-mail addresses for company use - Yes, US Privacy Shield

Worldpay - PDQ terminal transactions within the centre - Yes, US Privacy Shield

 

Cookies

Information Collected Automatically

We currently do not collect any data as an automatic function, although in future this may become something that we do.

Complaints

If you wish to make a complaint about how your data is being processed by Substation Bouldering Limited, or about how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and schools/organisation’s data protection representatives.

The details for each of these contacts are as follows:

Supervisory authority contact details 
Contact Name: Information Commissioners Office 
Address line 1: Wycliffe House  
Address line 2: Water Lane 
Address line 3: Wilmslow
Address line 4: Cheshire
Address line 5: SK9 5A 
Email: registration@ico.org.uk 
Telephone: 0303 123 1113 

 

Data Protection Officer contact details:
Substation Bouldering Limited.
Substation Climb And Yoga Centre
Unit B
Queen's Court,
Queen's Avenue
Macclesfield
Cheshire
SK10 2BN
dpo@substation.co.uk
01625 440 144

 

Document Owner And Approval

The Data Protection Officer is the owner of this document and is responsible for ensuring that this record is reviewed in line with the requirements of GDPR

Signature: Dominic Pearce     Date: 11/06/19

 

Change History Record

1. Initial Issue - Approval by Dominic Pearce - Date of Issue 11/06/19

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This form is required for anyone participating in yoga sessions.


Review Substation Bouldering Ltd. Privacy Policy

Conditions Of Use at Substation Bouldering

By participating in sessions such as yoga, meditation, pilates classes or other exercise classes offered by Substation, I acknowledge and agree that I will receive information and instruction about physical exercise and/or health.

I further acknowledge that any sessions offered are not a substitute for medical attention, examination, diagnosis or treatment. Participation is not recommended and is not safe under certain medical conditions. By signing, I affirm that a doctor has verified my good health and physical condition to participate in either yoga, meditation and/or pilates.

In addition, I will make the instructor aware of any medical conditions or physical limitations before class. If I am pregnant, become pregnant or I am post-natal or post-surgical, my signature verifies that I have my doctor's approval to participate in yoga. I also affirm that I alone am responsible to decide whether to practice and participation is at my own risk. If I am pregnant, become pregnant or I am post-natal or post-surgical, I agree to only participate in pregnancy specific classes offered by Substation.

I further acknowledge and agree that exercise and the practice of yoga and/or pilates requires physical exertion, which may be strenuous and may cause physical injury, and I am fully aware of the risks and hazards involved with such exercise.

I understand that it is my responsibility to consult an appropriately qualified healthcare professional regarding my participation in the yoga classes, health programs or workshops offered by Sub Station prior to my participation in the classes.

If I have any injuries and/or conditions and/or am using any medication that I know about, I will inform and make aware the instructor before the relevant class, health programs or workshops starts.

I confirm that I will participate in such yoga classes, health programs or workshops fully at my own risk and, If I am pregnant, at the risk of my unborn child/children.

In consideration of being permitted to participate in such yoga classes, health programs or workshops, I agree to assume full responsibility for any risks, injuries or damages, known or unknown, which I might incur as a result of participating in such yoga classes, health programs or workshops.

In further consideration of being permitted to participate in the yoga classes, health programs or workshops, I irrevocably, unconditionally, knowingly, voluntarily and expressly waive (to the extent permitted by the law of England and Wales) any claim I may have against Sub Station (and its employees, subcontractors and directors) for any injury, damage or loss that I may sustain as a result of participating in yoga classes, health programs or workshops.

I understand and acknowledge that from time to time during classes, the instructor may physically adjust students’ form and posture. If I do not want such physical adjustments in such class, I will so inform the instructor prior to the start of that class. I also acknowledge, that if I do wish to receive such adjustments, it is my responsibility to inform the instructor when an adjustment has gone as far as I desire at that time.

I on behalf of myself, my heirs, assigns and legal representatives forever unconditionally and irrevocably release, waive and discharge Substation Bouldering Limited (and its employees, subcontractors and directors) from any liability for any death, injury, damage or loss (of any nature) incurred by me (and, if am pregnant, my unborn child/children)  caused by Substation Bouldering Limited's (and its employees’, subcontractors’ and directors’)  negligence or other acts to the extent permitted by the law of England and Wales. I further confirm that I (whether or not acting on behalf of third parties) will not commence any proceedings in respect of such liability and will fully indemnify Substation Bouldering Limited. (and its employees, subcontractors and directors) against any and all damages, loss and/or costs incurred by any of them as a result of such proceedings being commenced.

Please select who will be participating...
AdultMinor
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First Participating Adult Name

First Name*

Middle Name

Last Name*

Phone*
First Participating Adult Date of Birth*
First Participating Adult Signature*
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 this box to stay up to date with the latest Substation news and offers!
Emergency Contact

Emergency Contact's Name*

Emergency Contact's Phone Number*
Medical Details
These conditions may affect your practice:
Asthma
Anxiety/Depression
Diabetes
Epilepsy
Respiratory Issues
Migraine
These conditions may require specific modifications to your yoga practice.
Arthiritis (Osteo or Rheumatoid)
Back Pain / Problems
Spinal Injury
Joint Replacement
Knee Problems
Hip Problems
Shoulder or Neck Problems
Heart Disorders
High Blood Pressure
Low Blood Pressure

Is there any other medical condition you feel we should know about?
Rules of Participation
I understand that I must check-in at reception before participating in any class.*
I confirm that I understand that the instructor must be informed at the beginning of the class of any medical condition that may affect my practice.*
I confirm that if my information changes, I will update the information I have provided to the centre, through the completion of another waiver form.*
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 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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