Adventure Training North East Privacy Notice

Who we are

Adventure Training North East (ATNE) are a family run outdoor and adventurous activity provider and course delivery Team. We manage individual and group bookings for courses and activities. We are a service provider for ITC First (First Aid and Forest Schools courses) and Mountain Training UK (CWI; CWIA; Mountain and Hill Skills).

ATNE is responsible for managing our website (atne.co.uk).

ATNE is a data processor for ITC First (First Aid and Forest School courses) and Mountain Training UK (CWI; CWIA; Mountain and Hill Skills). ATNE are the data controller for activities we market and deliver.

What we need

When you contact ATNE, we may ask you for the following personal information:

• First name
• Last name
• Date of birth / age
• Email address

If you would like to register on one of our courses or activities we will ask you for the following personal information:

• Emergency contact name and phone number
• Billing address and delivery address
• Any medical conditions that may impact on your ability to undertake the activity
• Gender
• Ethnicity
• Special needs, and reasonable adjustment requests
• ULN consent
• Signature

Under 16s

There are two mechanisms through which we process information about candidates who are under 16:

• If you are under 16, we will process limited personal data about you (first name, last name, date of birth, gender). The course / activity provider (ATNE) is required to obtain the necessary consent from a parent/guardian.
• If you are the parent or guardian of a child under 16, we may process limited personal data about you so that you can give consent for your child to access ATNE courses / activities. We may use your contact details to communicate with you about the child’s activity or use of services.

Why we need your personal information – legitimate interests

Candidate personal data:

We process our candidates’ personal information in pursuit of legitimate interests to:

• develop and maintain an accurate record of our candidates’ qualifications and skills scheme attendance. This includes the completion of course reports by approved course directors, sending email communications to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training requirements;
• respond to and communicate with candidates regarding questions, comments, support needs or complaints, concerns or allegations in relation to our courses. We will use your personal information to investigate your complaint or appeal in line with our complaints and appeals policies.
• If you are a school or Youth Group etc, we ask your Group Leaders / Teachers to have access to emergency contact details etc. ATNE will not ask to see or use this information unless it is deemed helpful in dealing with an emergency situation, at which point ATNE would become a data controller.
• For some of our activities / courses, hard copies of Emergency Contact Details Forms / Booking Forms will be used (due to remoteness, access to Wifi, nature of activity etc). On completion of the activity all paperwork will be scanned and saved on laptops in line with our Retention Policy. Hard- copies of all paperwork will be shredded.

In addition we record technical information, including the internet protocol (IP) address used to connect your device, for the prevention of fraud or misuse of our website.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on info@atne.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the activity / course / tasks above for the benefit of you as a candidate.

Why we need your personal information – equality monitoring requirements

We will process such personal information through aggregated and anonymised reports to identify and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our company. This is a requirement of all ITC First and Mountain Training UK courses, where ATNE act as a data processor.

Why we need your personal information – marketing

If you would like to receive email marketing communications from us, please let us know.

You may change your preferences at any time or request that we stop sending you email marketing communications by contacting info@atne.co.uk. There is also an ‘unsubscribe’ button at the bottom of every Newsletter communication we send.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. For example, we may prompt you to fill in more information to help us with an impact report. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes and it will always be optional.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, The Disclosure and Barring Service, Disclosure Scotland, and the Police for the purposes of safeguarding children and vulnerable adults.

We may also share personal information with our professional and legal advisors for the purposes of seeking advice or legal counsel.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

Payment processing

Payment for ATNE courses and activities is done by cash, cheque or BACS. Records are kept for financial audit purposes.

How we protect your personal information

Candidate personal information is stored on laptops which are password protected. All hard copies of paperwork are scanned, saved on laptops, and then the hard-copies shredded.

How long we keep your personal information Candidates’ personal data

We will keep your personal information for as long as necessary to provide you with services and in line with our legitimate interests outlined above. Specific details of time frames are available in our Retention Policy.

We will keep certain personal information of candidates for longer in order to confirm your identity when you complete a training/assessment course. We need to do this to comply with the Companies Act 2006, which requires us to keep financial records.

We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. This sets out different retention periods and you can request a copy by contacting us at info@atne.co.uk.

Your rights

You can exercise any of the following rights by writing to us at info@atne.co.uk

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a “subject access request”;
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

Any requests received by ATNE will be considered under applicable data protection legislation and we will need to check your identity before taking any action. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk