Privacy Policy

1 Who we are

1.1 This notice explains what personal data South Wilts Ski Ltd, trading as South Wilts Ski Club collect about you, how and why we process (collect, store, use and share) your personal data, your rights in relation to your personal data and how to contact us or make a complaint. By ‘personal data’ we mean information which relates to you as an individual and tells us something about you.

1.2 References to ‘we’, ‘us’ or ‘our’ in this privacy notice are references to South Wilts Ski Ltd.

2 Data protection basics

2.1 This privacy notice applies to our processing in the UK of personal data relating to individuals located in the UK and elsewhere.

2.2 When we process the personal data of these individuals, we are regulated under UK data protection laws and we are responsible as ‘controller’ of that personal data for any processing undertaken by us or our staff for the purposes of those laws.

2.3 The personal data we collect, and the use we make of it, varies depending on our relationship with you. For that reason, part of this privacy notice distinguishes between customers (which includes booking customers and participants), suppliers, job applicants and website users.

2.4 Under data protection law, we can only use your personal data if we have a permitted legal basis for doing so, for example:

• Where you have given consent
• For the performance of our contract with you or to take steps at your request before entering into a contract
• To comply with our legal and regulatory obligations
• For our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your data, so long as this is not overridden by your own rights.

We explain in section 4 below our legal bases for using your personal data.

3 Personal data we collect about you

3.1 The information we collect about you depends on who you are and will generally be provided by you, someone booking a session on your behalf or your employer.

3.2 The information we collect may include:

Customers (including booking customers and participants)

• Name and address
• Date of birth
• Your email address and telephone number if you’re aged over 18, your parent/legal guardians’ email address and telephone number if you’re aged under 18
• Name and telephone number of emergency contact
• Height, weight, shoe size and helmet size
• Skiing level/experience
• Details of your medical conditions, special needs or disabilities where these are relevant to your fitness to ski
• Your image in photo or video form

Suppliers

• Information about your name, role and, where applicable, your employer
• Your contact details (telephone number, email address and postal address)
• Your billing and payment information.

Job applicants

• Your qualifications, employment history and information contained in your CV
• References
• Other personal data provided by you.

Website users

• Your name and email address when you sign up to our news updates
• Information about how you use our website (from Cookies)

4 How and why we use your personal data

The table below explains what we use your personal data for and our legal basis for doing so:

5 Who we share your personal data with

5.1 We may share your personal data with:

5.1.1 Our advisers and service providers including insurers, accountants, lawyers, IT support providers or our bank
5.1.2 Our external payment processor, currently Stripe
5.1.3 Law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations
5.1.4 Where appropriate with employment agencies, previous employers, educational establishments and referees
5.1.5 Any third party to whom we assign or transfer our business.

6 Whether information has to be provided by you, and if so why

6.1 If you are a customer, the provision of your personal data is necessary primarily to enable us to provide you with our services. We do not require you to provide us with your personal data but if you choose not to, it may have an impact on our ability to provide you with our services in part or at all.

6.2 If you are a supplier, we need your personal data to contract with you/your employer for the supply of products or services and to facilitate payments between us. We cannot contract with you without that information.

6.3 If you are applying for a job with us, we need your personal data to consider your job application. Without it we cannot consider hiring you.

7 How long we keep your personal data for

7.1 We keep your personal data for no longer than necessary for the purposes for which it was collected.

7.2 If you are a customer or supplier, generally this will be for seven years after the end of our relationship with you unless we are required by law to adopt a longer retention period, or we need the information for longer to respond to any questions, complaints or claims made by you or on your behalf.

7.3 If you are a job applicant:

7.3.1 We will keep your personal data for a maximum of two years from the date when you first contact us in relation to a job
7.3.2 If you are accepted for a job, your personal data will be kept in accordance with our Privacy Notice for Staff.

7.4 If we process your personal data to send you marketing communications, we will keep it for as long as you are happy to hear from us. If you object to receiving marketing communications from us, we will stop contacting you.

7.5 When it is no longer necessary to retain your personal data, we will anonymise or securely delete it.

8 Transferring your personal data outside the UK

8.1 We use Dropbox International Unlimited Company to store our electronic records. It is an Irish company and it outsources its Secure Cloud Storage service to Dropbox Inc in the US. Dropbox Inc is certified under the UK extension to the EU-US Data Privacy Framework (Framework) which has been approved by the UK Government as providing appropriate safeguards, and effective and enforceable rights for individuals. Any processing by Dropbox Inc which is not subject to the Framework is covered by other safeguards in accordance with the UK data protection laws.

8.2 We will not transfer your personal data to any other third party outside the UK.

9 Your rights

You have the following rights, which you can exercise free of charge.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK GDPR.

If you would like to exercise any of those rights, please

• email us – for our contact information, see How to contact us below
• let us have enough information to identify you
• tell us know what right you want to exercise and the information to which your request relates.

10 Keeping your personal data secure

We have robust technical and organisational security measures in place to protect your personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Our staff are all also subject to a duty of confidentiality.

11 How to complain

We hope that we can resolve any query or concern you may raise about our use of your information, see How to contact us below.

The UK GDPR gives you the right to lodge a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns or by telephone on 0303 123 1113.  If you live or work in the EU or EEA, you can also complain to your local supervisory authority.

12 Changes to this privacy notice

We may change this privacy notice from time to time so please check it periodically.

13 How to contact us

Please contact us by email if you have any questions about this privacy notice or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our email address is office@southwiltsski.com.