BlocHaus Climbing Ltd – Privacy Policy

BlocHaus Climbing Ltd is committed to protecting personal data in accordance with the Data Protection Act 2018 (DPA 2018) and the UK General Data Protection Regulation (UK GDPR). This Privacy Policy explains how we collect, use, store, and share your personal data, and outlines your rights.

1. Why We Collect Personal Data

We collect personal data in order to:

  • Operate and administer our indoor climbing facilities safely and effectively
  • Manage memberships, bookings, waivers, and participation agreements
  • Communicate with you about bookings, events, updates, or emergencies
  • Process transactions and maintain accurate financial records
  • Send marketing communications (only with your consent)
  • Conduct recruitment and hiring activities
  • Collect feedback through surveys to improve our services

Some information (e.g., emergency contacts, medical/safety information) is required for safety and cannot be withheld. Other data, such as marketing preferences or voluntary survey responses, is collected only with your consent.

2. Legal Bases for Processing

We rely on one or more lawful bases under UK GDPR:

  • Contractual necessity: Memberships, bookings, participation in activities
  • Legitimate interests: Facility administration, CCTV security, communications, safeguarding, business operations, recruitment, fraud prevention
  • Consent: Marketing, newsletters, cookies, and certain medical information
  • Vital interests: Protecting health or safety in emergencies
  • Legal obligation: Accident reporting, accounting records, safeguarding duties

3. Sources of Personal Data

We may collect personal data from the following sources:

3.1 Direct Interactions

  • Information you provide in person, online, via email, phone, social media messages (Instagram/Facebook), participation agreements or surveys

3.2 Third-Party Service Providers

  • Rock Gym Pro (RGP)
  • SmartWaiver (integrated with RGP)
  • Stripe (payments)
  • SendGrid (automated booking emails)
  • Brevo (marketing emails)
  • Wix and Google Forms (surveys)
  • NICAS (youth programme registrations)
  • Indeed and other recruitment platforms used for hiring

3.3 Public Sources

  • Content you make publicly available online, including social media posts

3.4 Automated Website Data

  • Cookies, IP addresses, device/browser information, and page interaction data

4. Types of Personal Data Collected

We may collect the following categories of personal data from members, visitors, participants, job applicants, and other individuals.

4.1 Personal Identification & Contact Information

  • Full name, date of birth, address, postcode, email address, phone numbers
  • Emergency contact details
  • Signature or digital confirmation of terms and agreements
  • For under-18s: parent/guardian details, relevant medical information

4.2 Photographs

  • Verification photos: Used for identity confirmation at check-in (stored on RGP)
  • Promotional photographs: Only used with explicit consent

4.3 Website Interactions, Cookies & Correspondence

  • IP address, device type, browser type, location, page interactions
  • Data from cookies, website forms, emails, or social media messages
  • Feedback provided through surveys (Wix or Google Forms)

4.4 Transactions & Account Activity

  • Payment history, billing information (processed by Stripe)
  • Purchase records, membership activity, facility usage
  • We do not have access to full card numbers or CVV codes

4.5 CCTV Footage

  • Recorded without sound; retained for 30 days unless required longer

4.6 Incident & Safety Information

  • Accident/incident reports
  • Medical information voluntarily provided or required for safe participation

4.7 Recruitment Data

Collected through CVs, cover letters, applications via Indeed or other job sites, and interview notes:

  • Employment history
  • Qualifications and certifications
  • References
  • Right-to-work documentation (if required at offer stage)

Note: Employee data is handled separately under the Staff Privacy Notice.

5. How We Use Your Data

Your data may be used to:

  • Operate and administer the climbing centre and membership system
  • Process bookings, payments, and participation agreements
  • Manage safety, safeguarding, and incident reporting
  • Provide customer support and respond to enquiries
  • Communicate updates, changes, or emergency information
  • Deliver marketing communications (with consent)
  • Analyse participation trends and improve services
  • Conduct recruitment and hiring activities

6. Third-Party Services & International Transfers

We use trusted third-party providers to process personal data on our behalf:

  • Rock Gym Pro (US): Membership & POS system (SCCs/UK Addendum)
  • SmartWaiver (US): Digital waivers integrated into RGP (SCCs/UK Addendum)
  • Stripe (UK/US): Payment processing (PCI DSS compliant)
  • SendGrid (US): Automated booking and confirmation emails (SCCs/UK Addendum)
  • Brevo (UK/EU): Marketing email platform
  • Wix (Israel): Website forms (UK adequacy decision)
  • Google Forms (EU/US): Surveys and feedback forms (SCCs/UK Addendum)
  • NICAS (UK): Only name and DOB for eligible youth participants
  • Indeed / recruitment platforms: Applicant data submission

We do not sell personal data. All third parties are contractually required to comply with UK GDPR.

7. Data Retention

Data is retained as follows:

  • Membership & account data: Retained for the duration of your membership and indefinitely thereafter for legal and safety purposes
  • Waivers & participation agreements: Retained indefinitely as evidence of consent
  • Transactions & billing records: Retained indefinitely for accounting and audit purposes
  • Medical/emergency information: Retained indefinitely or until consent is withdrawn
  • CCTV footage: 30 days unless required longer
  • Recruitment data: Retained indefinitely unless the applicant requests deletion or removes their information from third‑party recruitment platforms (e.g., Indeed). We may retain applications received via email or recruitment platforms for reference in future hiring unless a deletion request is made.
  • Marketing consent: Retained until withdrawn (suppression list maintained)

All data is stored securely with access restricted to authorised personnel.

8. Children & Youth Programmes

  • Parental/guardian consent required for under-18s
  • Medical and emergency details collected only as needed for safe participation
  • NICAS registration includes only name and date of birth

9. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Request correction of inaccurate or incomplete information
  • Request erasure where appropriate
  • Restrict processing in certain circumstances
  • Object to processing (including marketing)
  • Withdraw consent at any time
  • Request data portability
  • Object to automated decision-making
  • Lodge a complaint with the ICO

Some requests may be limited by legal or contractual obligations.


10. Security

We apply appropriate technical and organisational measures, including:

  • Encrypted digital storage (via RGP and other providers)
  • Secure storage of paper documents (e.g., incident reports)
  • Role-based access for staff
  • Staff GDPR and data protection training
  • Regular security reviews

11. Cookies & Website Use

Our website uses cookies for:

  • Strictly necessary: Essential for functionality
  • Analytical / functional / marketing: Only used with consent

You may manage cookie settings through your browser or our website’s cookie banner.

12. Policy Updates

This policy is reviewed regularly by the DPO. Updates will be posted on our website or communicated where appropriate.


13. Questions or Complaints

Data Protection Officer:

Richard Wainwright

Email: richard@blochausclimbing.com | Tel: 0161 231 8898


Supervisory Authority (ICO):

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: registration@ico.org.uk | Tel: 0303 123 1113


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Under 14

Supervision Agreement




Review Blochaus Privacy Policy

Participation Statement

BMC - The BMC 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 and bouldering activities have a risk of serious injury or death. Participants must be aware of and accept that even if they follow all good practice there may still be the risk of accident and injury. It is the responsibility of the participant to adhere to the conditions of use.

It is important that you understand this document and the inherent risk involved with the use of ‘BlocHaus Climbing LTD’ facilities and participation in its activities, this includes, but not limited to, the use of training equipment or participation in group classes.

By signing this waiver, you are stating that you understand these risks cannot be completely removed. If you do not understand any of the terminology or content, ask a member of staff to clarify.

Conditions of Use and Rules

General Safety

- Report to reception on each visit before you climb
- You must exercise care, common sense and self-preservation at all times
- Report any problems with the walls, equipment or other climbers' behaviour to a member of staff immediately. This is particularly important with broken or spinning holds
- Be aware of the other climbers around you and how your actions will affect them. Never stand directly underneath someone who is climbing
- If you have children, you must keep them under control and supervise them directly at all times. Be close enough to affect or control the child’s behaviour at all times

Climbers Must be Aware and Accept

- Volumes on the walls are designed to enhance the quality of climbing but you must be aware of and accept that when climbing above them, there is an additional risk of falling onto them
- 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. You must make your own assessment of the risks whenever you climb
- Participants must understand that climbing while pregnant can increase the risk posed to both mother and unborn child
- Participants must be aware and accept that climbing holds can spin or break
- You must do everything reasonable and practical to avoid endangering yourself or others
- You have to be aware of and adhere to the safety rules of the Centre at all times
-Stand back from the climbing walls unless you are climbing, or ‘spotting’ a climber
- Please empty your pockets and remove all jewellery before climbing

General Bouldering

- Whenever possible, downclimb, or if this is not possible, use a controlled (planned) jump
- It is your responsibility to ensure that you can climb down or land safely; do not climb into a situation that you cannot safely get out of
- Never climb directly above or below another climber
- Top-Out climbing (climbing over the top to finish) is only allowed on the free-standing boulder located in front of the routing roof. If unsure, climb down
- Remove anything from pockets that could hurt you when landing
- Always be aware of other people climbing in the area around you

Crash Matting’

THE SOFT MATTING BENEATH CLIMBING WALLS DOES NOT REMOVE THE RISK OF INJURY

Injuries can still occur even after a controlled (planned) jump but are more likely after an uncontrolled fall. You should always be doing your upmost to avoid the risk of uncontrolled falls. This includes paying attention to how you will land and always assessing the risk of each climb that you undertake.

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. You must make your own assessment of the risks whenever you climb.

Training Areas

To use the training area you must be aged 18+, be supervised by a coach or have permission from BlocHaus Climbing management.  

Our Duty of Care

The conditions of use of the climbing Centre 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 may ask you to leave.

Your duty of care

You have a duty of care to act responsibly towards the other users of the Centre, follow good practice and abide by the conditions of use of the Centre. Statements of ‘Good Practice’ are posted around the Centre adjacent to the relevant facilities. These describe the accepted methods of use of equipment and climbing areas.

Unsupervised Bouldering

Before you use the bouldering walls without supervision, you are expected be competent and aged 14+. You must be aware of the safe usage of bouldering, know how to use the bouldering walls safely, be prepared to abide by the rules and understand the risks involved in your participation. Anyone who is not competent to climb unsupervised must be supervised by a competent person. 

Instructed Sessions

If attending an instructed session at BlocHaus Climbing, participants must:

  • Accept that the risk of serious injury or death is still present, even when under the supervision of BlocHaus staff an accident can still occur
  • Agree to follow instructions and safety procedures outlined by BlocHaus staff

Fire Safety

Please make yourself aware of the location of the fire exits in the building.

In the event of the fire alarm sounding, you must leave the building immediately via the nearest fire exit and assemble at the fire assembly point, which is located in the front carpark.

Abuse and Bullying

BlocHaus Climbing, has a zero-tolerance policy towards any behaviour that is abusive, dangerous or anti-social. Any persons found behaving this way will receive a lifetime ban.

Photography/Video

BlocHaus Climbing or authorized third parties, reserve the right to take photos or videos within these premises. This will only be used by BlocHaus Climbing or authorized third parties for advertising and publicity purposes.

CCTV

Closed Circuit Television is in use throughout the facility.

Declarations:

I confirm I have read, understood and agree to BlocHaus Climbing conditions of use and rules. 

I Agree

I confirm I have read, understood and agree to ‘BlocHaus Climbing Privacy Policy’

I Agree

I certify that to the best of my knowledge that the minor does not suffer from a medical condition that might have the effect of making it more likely that to be involved in an accident that could result in injury themselves or others.

I Agree

I confirm that all the information provided in this form is correct and if any information changes, I will notify the Centre.

I Agree

I HAVE HAD SUFFICIENT OPPORTUNITY TO READ THE ENTIRE DOCUMENT. I HAVE READ AND UNDERSTOOD IT AND AGREE TO BE BOUND BY ITS TERMS. 

I Agree


Permission:

I give permission and consent for the minor to use 'BlocHaus Climbing' whilst under the supervision of a 'BlocHaus' instructor or a Registered Adult Member.








Participant's
Minor
Continue
First Minors Name
First Name*
Last Name*
First Minors Date of Birth*
Date of Birth
First Minors Details
Does your child have any Medical conditions we should know about? For example asthma.
First Minors Signature*
Parent or Appointed Guardian Email Address
Email*
Check to receive information, news, and discounts by e-mail.
Your signed waiver will be sent to the email address provided here and is available for download for three days via URL attachment.
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:*
Emergency Contact
First Name*
Last Name*
Emergency Contact's Phone Number*
Do you and the minor understand there is a risk of injury involved?*
I the parent/appointed guardian, have read and understood this Acknowledgment of Risk and Conditions of Use for bouldering? (by selecting yes, I am confirming I have no questions)*
Do you and the minor understand that failure to exercise due care could result in your injury or death?*
Do you and the minor understand the bouldering matting does not remove the risk of injury?*
Do you and the minor agree to abide by this document and the conditions of use of the climbing centre*
Do you and the minor understand that the minor must be always supervised by whilst using the Centre. This can be either by the parent/appointed guardian in this document, registered Adult Member or 'BlocHaus instructor' while attending a instructed session?*




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 Appointed Guardian Name
First Name*
Last Name*
Phone*
Parent or Appointed Guardian Date of Birth*
Date of Birth
Parent or Appointed Guardian Details
Does your child have any Medical conditions we should know about? For example asthma.
Parent or Appointed Guardian 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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