Privacy Notice - Substation Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield Limited obtains the personal data from)

All Customers

Source: Provided by the customer when registering to use Substation Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield Ltd permission to process the personal data supplied specifically for the purposes identified. Substation Maccelsfield 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 Macclesfield 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 Macclesfield Limited using the contact details provided above.

 

Disclosure

Substation Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield 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 Macclesfield Limited.
Substation Climb And Yoga Centre
Unit B
Queen's Court,
Queen's Avenue
Macclesfield
Cheshire
SK10 2BN
dom@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 for any adult that wishes to climb without supervision.

 


Review Substation Macclesfield Ltd. Privacy Policy

Conditions of Use at Substation Bouldering

Risks

“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 and involvement.”

Although the climbing centre is an artificial environment the risks involved are no less serious than when climbing outside on a crag or mountain. There is an additional risk that bolt-on holds can spin or break.

The soft flooring under the bouldering walls is designed to provide a more comfortable landing for climbers falling or jumping from the bouldering wall.

THE SOFT FLOORING DOES NOT MAKE THE CLIMBING ANY SAFER.

Broken and sprained limbs are common on this type of climbing wall despite the soft landing. Uncontrolled falls are likely to result in injuries to yourself or others.

Climbing beyond your capabilities on any wall is likely to result in a fall. Any fall may result in an injury despite the safety systems in place to avoid it. You must make your own assessment of the risks whenever you climb.

Our Duty of Care

The rules of the climbing centre set out above are not intended to limit your enjoyment of the facilities. They are part of the duty of care that we, as operators, owe to you, the customer, by law. As such they are not negotiable and if you are not prepared to abide by them then the staff must politely ask you 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 towards each other.

Unsupervised Climbing

Before you climb without supervision the centre expects you to be able to describe the dangers involved with bouldering and accept the risks involved.

You are required to register to say that you are prepared to abide by the Rules below and that you understand the risks involved in your participation. Anyone who has not registered is classed as a novice and must not climb without supervision.

Unsupervised climbing is just that! Staff will provide whatever help and advice they can, but instruction in the climbing techniques will only be provided where it has been booked and paid for in advance. If you are not confident in the use of any facility or technique, then do not attempt to use it without the supervision of someone who is competent to do so.

Supervised Climbing

An adult who has registered at the centre may supervise up to two novice climbers as long as they are prepared to take full responsibility for the safety of those people. Groups of three or more novices must only be supervised by an instructor holding the relevant Mountain Leader Training Board qualification.

Children

All children in the centre must be supervised by an adult unless they have been assessed by the management and registered for unsupervised climbing.

Rules of Substation Bouldering
• Please remove all jewellery before climbing.
• Keep the matting and landing areas clear at all times – please place belongings in the lockers provided.
• Never stand or climb directly under anyone who is climbing, ensure a clear distance and remember that overhangs require more landing space. Always look around you to spot danger.
• Do not distract other climbers.
• Report any broken or spinning holds immediately to reception.
• Ensure you ALWAYS warm up before a session.
• Always try to climb down if possible, using any holds. If you fall or jump, please ensure this is done in a safe manner.
• Always climb within your capabilities.
• Do not boulder/climb whilst wearing a harness or any hanging hardware.

Decalration of fitness and fact

I certify that I do not suffer from any medical condition that I am aware of that might increase the risk of injuries to themselves or other users and if this changes I will inform the centre.

Participant:

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

First Name*

Middle Name

Last Name*

Phone*
First Adult Date of Birth*
First 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*
Waiver Questions
Do you agree to abide by the rules of the centre?*
Have you read, understood the conditions of use of the centre and agree to them?*
Do you understand that the matting does not guarantee your safety?*
Do you understand that failure to exercise due care could result in injury or even death?*
Did watch the induction video and understand the information provided within it?*
Do you understand that you will be bouldering without supervision?*
Medical Details

Do you suffer from any medical problems we should know about? (e.g. Epilepsy, Diabetes etc.)

Please could you provide information regarding any medication being taken?

Please could you provide any information about allergies?
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*

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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