PRIVACY NOTICE

OUR PRIVACY POLICY

This document explains why we collect your personal data, what we record, how it is used and stored, and what rights you have relating to it.

We are:

  • Independence16 Ltd T/A Scorpion Airsoft, which provides Duke of Edinburgh Gold Residentials, non-residential outdoor adventure activities for young people and adults who come to us as individuals or with their school, college, youth group or families.

For all practical purposes, we are one organisation. The policies, staff and management systems of Independence16 Ltd also cover Scorpion Airsoft and so this Privacy Statement applies to both entities.

Independence16 Ltd is the data controller for all personal data covered by this document.

There is a single point of contact for Independence16 Ltd:

Telephone: 07393 215941

Email: info@scorpionairsoft.uk

Address: Building 23, West Raynham Business Park, Fakenham, NR21 7PL

We are committed to keeping your personal data safe and secure, and to meeting the requirements of the UK General Data Protection Regulation (“GDPR”), the Data Protection Act 2018 (“DPA”), the Privacy and Electronic Communication Regulations 2003 (“PECR”) and other relevant data protection law.

We keep this Privacy Statement up to date to help you understand what we do with your personal data. This is version 2.0 of this document, and we last updated it on 29.12.2023.

YOUR DATA AND HOW WE USE IT

SUMMARY

We protect your personal data and will never sell it to anyone.

We collect and process personal data to fulfil our business purposes and to deliver courses to clients. When we collect your personal data, we aim to be clear about our reasons for doing so, and we will only use it in ways that you would reasonably expect.

In general, when you:

  • visit our website
  • communicate with us
  • apply for or book a course with us
  • take part in a course or event with us

at some point, we will need to collect and use some of your personal data. We will do our best to keep your information up to date. Please let us know if your details change.

We want to be open, honest and fair in the way that we use your data. Section 4 of this Privacy Statement gives you details of your legal rights over your personal data.

We keep your data secure and continually improve our systems and processes, using audits and expert advice to help us.

We use carefully chosen suppliers to help us with specific tasks. This sometimes means we need to share some of your personal data with them. For example, this could be to send you an email newsletter that you’ve opted in to, or to process a payment. We share only the information needed to carry out the particular task. Our contracts with our suppliers require them to only act on our instructions, to keep your data secure and to comply with data protection laws. We always keep control of your data.

Like any other organisation in the UK, if asked by the police, or other regulatory or government authority, we may be required by law to pass on your personal data to them, and we might not be allowed to tell you if this happens.

The rest of section 1 goes into more detail about what we do with your personal data depending on your relationship with us.

WHEN YOU VISIT OUR WEBSITE

When you use our website, we collect and process certain types of personal data and place some cookies on your device. For more details, please see the website privacy notice at https://wwwscorpionairsoft.uk/TandCs

IF YOU ARE A COURSE PARTICIPANT OR APPLICANT

If you are completing a participant information form for someone else (such as your child), you should tell them that we will have their data and that they have certain rights relating to it. Show them this section of the Privacy Statement and help them to understand it.

If you are a course participant (or applicant), we may use your personal data for the purposes of:

  • Processing your course booking
  • Administering your course
  • Managing your health, safety and wellbeing and that of people around you
  • Statistical analysis to aid evaluation, improvement and reporting

We may be given some of your personal data by your school/college or employer, or by the person who booked your course. This information helps us to plan and prepare your course and accommodation, and usually includes:

  • your name
  • gender
  • age
  • and sometimes, your school/college class, your job role, or other contextual information about you or the group you are coming with.

We require you to complete a secure online Personal Information and Consent form/Insurance Waiver before you can take part in an Indepence16 Ltd course. On this form, we ask for some sensitive personal information, including:

  • date of birth
  • next of kin
  • gender
  • detailed medical information, including allergies and medical conditions
  • information on your dietary needs
  • if you are disabled, information about your access needs
  • any other information you may decide to tell us that helps us look after you.

This sensitive data is strictly confidential, and we take extra care with it. We mainly use it to manage the health, safety and well-being of you and those around you, including to provide appropriate support and medical care if required.

After your course, we need to keep this data along with other records about your time with us. This helps us to meet our legal responsibilities. We will retain this information for at least three years after your course if you are over 18. If you are under 18, we need to keep it until you are at least 21 years old.

The lawful condition for processing the sensitive data for health, safety and wellbeing purposes is substantial public interest – safeguarding of children and individuals at risk.

We also ask for some sensitive data about your background and characteristics. This is used for statistical analysis. Usually, this is information you’ve chosen to tell us on the Personal Information and Consent form/Insurance Waiver.

The statistical analysis of sensitive data is carried out in accordance with UK GDPR Article 89 and is done in our legitimate interest.

During or after your course we may also collect:

  • your responses to any evaluation questions

This information is used to evaluate and report on the impact of our work and to help us improve our courses. It is anonymised whenever possible. We will never identify you in a report or case study without your express permission in advance.

Any feedback you give us

We use this information to keep improving our products/courses. Feedback and evaluation information is used in line with our legitimate interests.

We also collect:

your contact details

We may need to send you important information about your course. You can’t opt out of receiving this type of message when you book through our online booking portal or contact us directly.

your (and your parent or guardian’s) preferences for receiving marketing messages from us, and contact details for doing so.

You are in control of whether to receive marketing messages from us. Our marketing is done in line with legitimate interests.

We may also hold records of any written communication with us.

WORKING WITH YOUR SCHOOL, COLLEGE OR EMPLOYER

If you come to us with your school, college or employer, we might need them to help us make sure that the Personal Information and Consent form/Insurance Waivers are completed by you and other people on your course. Your school, college or employer cannot see what you have entered on the form. We do tell them whether you have completed the form or not.

Your school, college or employer may share other information about you with us, and we may share information with them about you. This is part of how we work in partnership to look after you before, during and after your time with us, which includes fulfilling our safeguarding responsibilities.

WORKING WITH PARTNERS

  • We deliver some courses that involve working with partner organisations. For example, Trident Adventure. We will share your personal data which relates to Managing your health, safety and wellbeing and that of people around you.

IF YOU CAME ON AN InDEPENDENCE16 LTD  COURSE IN THE PAST

We keep an archive of historical courses. If you came on a course with us in the past, we may have records of:

  • your name, age and other basic information about you at the time
  • photographs of you during your course
  • your detailed course report and other paperwork from the course.

 

IF YOU ARE A CUSTOMER

If you have booked a course with us, we will usually hold the following information about you in order to fulfil our contract with you and to manage your relationship with us:

  • your name and contact details
  • your job title and other information about your place of work
  • your preferences on how to contact you
  • your history of bookings with us
  • invoicing information
  • records of your written communications with us.

We gather this personal information directly from you during the booking process and throughout the course of your relationship with us.

During or after the course you booked, we may also collect:

  • your responses to any impact evaluation or feedback opportunities.

This information is used to help us keep improving our courses and the way we work with you and other customers, or to evaluate and report on the impact of our work - in which case it is usually anonymised. We will always ask your permission if we want to use your name in any of our evaluation reports or marketing material. Evaluation and feedback is done in line with our legitimate interest.

MARKETING COMMUNICATIONS

If you have opted in, or if you have previously booked a course, or attended an event with us, then from time to time, we may tell you about news, events, activities or offers which we think may be of interest to you. You can opt out of receiving these messages whenever you like.

We limit the number of marketing messages that we send

If you do not wish to receive marketing messages by post, phone, text or email, you can notify us to change any of your preferences at any time by contacting us at info@scorpionairsoft.uk  

HOW WE LOOK AFTER YOUR PERSONAL DATA

We protect your personal data and will never sell it to anyone.

We hold and process your personal data on Independence16 Ltd computer and paper systems. We continually improve our processes and systems. We consider data protection by default and by design.

SECURITY

We take the security of your data seriously. We have Clean Screen and Clean Desk policies and encrypt all data held on phones and computers. Our staff undergo DBS checks and have data protection training before handling personal data. Access to personal data is limited to those people who require it for their roles, and logins are secured with multi-factor authentication. Medical data and other sensitive data gathered through the Personal Information and Consent form/Insurance Waivers are subject to additional access and retention controls and cannot be exported from the system.

Personal Information and Consent forms/Insurance Waivers are only stored and processed within the UK.

SUPPLIERS

We use carefully chosen suppliers to help us with certain tasks. These include processing personal data for managing bookings, administering courses, taking payments and communicating with you. We use Data Processing Agreements and other contractual arrangements to ensure your data is only processed on our instructions, in line with the law. We monitor the performance of our suppliers to ensure that our standards are maintained.

CHANGES TO THIS STATEMENT

We make changes to this Privacy Statement from time to time as part of our commitment to continual improvement. The latest approved version of this policy will always be available on our website.

If we make any significant changes in the purposes that we use your personal data for, we will make this clear on our website or contact you directly.

YOUR DATA RIGHTS

You have the following rights relating to your personal data. If you want to exercise any of your data rights, just get in touch with us at info@scorpionairsoft.uk  To keep your data safe we may need to check that you are who you say you are.

  • The rights to know what data we hold about you, what we use it for, and to request a copy of personal information held about you

We will provide this information within one month. It will help us if you can be specific about the types of data you would like a copy of.

  • The right to request that any inaccuracies be corrected

We will usually be able to do this immediately, although in some circumstances it might take us up to one month to complete your request.

  • The rights to request us to stop processing your personal data and to request us to delete your personal data

There might sometimes be good reasons why we need to keep some data, even if you have asked us to delete it. For example, if you have asked us not to send emails to you, we will need to keep your email address to check against so that we don’t accidentally send you emails in future.

  • The right to complain to the Information Commissioner’s Office

You can do this at any time. The Information Commissioner’s Office can be found at ico.org.uk.

CONTACT US

Please get in touch if you have any questions about this policy, would like us to stop sending you messages or using your data, or if you would like to exercise any of your personal data rights.

Telephone: 07393 215941

Email: info@scorpionairsoft.uk

Address: Building 23, West Raynham Business Park, Fakenham, NR21 7PL.

5.1 Data Protection Officer

Our Data Protection Officer is Mark Keddie

Email: info@scorpionairsoft.uk

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INSURANCE WAIVER

Insurance Waivers are to be signed by all participants and spectators.

If the participant is 17 and under it must be signed by a parent, guardian or nominated adult.

List of activities to be undertaken during provision with Independence16 Ltd:

Airsoft training and scenarios at Building 23, West Raynham business park, NR21 7PL

The participant and parent/guardian or nominated adult understand that:

1. The activity is physically and mentally intense and may require extreme exertion to play.

2. The activities may be dangerous if not played in accordance with the stated rules which I have read and understood.

3. The possibility of injury to myself and others exists.

4. I must declare any medical conditions that may affect my participation in this activity.   

I confirm and agree that:

  1. I am fully aware of the risks to myself and others involved whilst engaged in airsoft activities and that I will NEVER under any circumstances, deliberately shoot anyone purely for the sake of inflicting pain.
  2. I am physically fit and mentally able to take the strain and exertion involved in playing the games.
  3. I will comply with Scorpion Airsoft Club Rules and use the equipment as instructed and not so as to DELIBERATELY injure or hurt others and I will obey all directions of members of staff. 
  4. Only eye goggles and facemasks that are able to withstand close-range impact from a 6 to 8mm Airsoft ball fired at 500 FPS are to be used. If a third-party participant brings in their own goggles and facemask the insured must visually confirm that the make and or model of the equipment brought in meets the conditions set out above. If the insured is unable to arrive at such confirmation, the insured must test the equipment by firing a 6 to 8mm round with a 500 FPS gun at point-blank range. If the equipment fails the test the participant wears equipment provided by the insured or leaves the playing area.
  5. Participants aged 17 and under must wear full face masks
  6. Participants must always wear long sleeves and full-length trousers during the skirmish.
  7. Participants must wear boots or shoes with good ankle protection. 
  8. Any participant who is known to be under the influence of alcohol or drugs is not to be allowed to take part in any skirmish.
  9. Only round Airsoft balls of either 6mm or 8mm diameter are to be used.
  10. The minimum age of any unaccompanied participant is 14; 14 - 17-year-olds are allowed to participate with a parent, guardian or nominated adult's permission. If the participant is under 14 they must be accompanied by a parent, guardian or nominated adult.
  11. All prior injuries and/or serious illnesses must be declared. Any injury or illness occurring between the time of the declaration and the commencement of the activity must be reported.
  12. The customer must satisfy him/herself that taking part in the activity is within their own capabilities. Independence16 Ltd T/A Scorpion Airsoft reserves the right to refuse a booking on medical grounds if it is considered to be detrimental to the safety and smooth running of the activity.
  13. Should there be any amendments to this form after it has been completed, please contact us immediately

Release:

I hereby release, remise and forever discharge from any claims and liabilities whatsoever without limitations that I might have against Scorpion Airsoft and the owners of the property on which the game is being played.

I make this release on behalf of myself, my heirs, executors, assigns and administrators.

(agree)


First Participant's Name

First Name*

Last Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
First Participant's Signature*
Second Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Third Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Fourth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Fifth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Sixth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Seventh Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Eighth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Ninth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
Tenth Participant's Name

First Name*

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

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
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*
Emergency Contact

First Name*

Last 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.


By signing below the parent or court-appointed 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*

Relationship*

Phone*
Parent or Guardian's Date of Birth*
Parent or Guardian's Information

Please tell us about any allergies, e.g., medicines, food, bee stings, etc.

Please tell us about any medical conditions that we should be aware of. e.g. Asthma, phobias, epilepsy, hyperventilation, diabetes, learning needs.
Independence16 Ltd would like to take photographs for promotional purposes. These images may be sent out to the media with a press release, used for our publications or on our website. I do / do not(delete as appropriate) agree to allow Independence16 Ltd to take photographs of me/child in my Charge and grant permission for these to be used by Independence16 Ltd in publications, press articles, promotional material and websites for marketing purposes. We will not use the images taken, or any other information you provide, for any other purpose.*
I Do
I Do Not
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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