Adventure Therapy recognises the trust placed on our charity in protecting your personal data. We value your support and respect your privacy. We take our commitment to you and your data seriously; this policy is written in accordance with the Data Protection Act 2018.
This policy tells you how we collect, securely hold and use your information and your rights in having your personal data protected. We may make changes to this policy from time to time, so please check back occasionally. If we make any significant changes we will make this clear on our website or notify your directly so that you can see what has changed. This policy is in connection with our website, social media pages, emails and any text or WhatsApp messages we may send to our supporters, service users and their families or associated businesses or organisations.
Who we are
We are Adventure Therapy, registered under charity number 1173646. Our office is at 5 Seaview Estate, Ilfracombe, Devon EX34 9PP and you can contact us by emailing firstname.lastname@example.org or by calling 01271 865285.
What information do we collect or use?
There may be some sections of our website that ask you to register for access to documents, other downloadable items or to instigate contact with Adventure Therapy (i.e. through online forms). Any information you provide will remain the property of Adventure Therapy and under no circumstances will it be sold or rented to a third party unless specified otherwise.
Adventure Therapy may use your contact details to send you information about our charity or any other information that you have requested and for marketing analysis of our website traffic, unless specified otherwise. For example, you may provide information to make a donation, make a referral, ask us a question, register for a fundraising event or purchase items from us. Your personal information may include your name, address, phone number, email address and if appropriate, your date of birth. You may provide your details via an online form, a hardcopy (paper form), phone call, email or face to face.
When you provide us with your information we will store it on our secure supporter database. We will process your information to record and administer your request and we will use these details to contact you about your referral or request, support, transactions or to dispatch purchased goods to you.
In addition to any personal information you may provide, Adventure Therapy may use software or other tools that enable us to collect specific technical information like your Internet Protocol (IP) address, the operating system of your computer or device, its browser type, traffic patterns and the address of any referring websites. Adventure Therapy monitors how a visitor arrives at our website, but can not and will not gather information about other sites the visitor has been on.
What will we do with your personal information?
Adventure Therapy may use your personal information for the following purposes:
- To provide information or services that you have requested.
- To enable you to use our website without repeatedly entering passwords or logins.
- To help us manage our content and to help to ensure that it is relevant and appropriate to you.
- To alert you to news about our charity, product upgrades, other updated information and new products and services from Adventure Therapy.
- To send you organisation and product information and news via our electronic newsletter or by postal mail.
- It is our standard to allow you to remove your name from our distribution or marketing lists by clicking on the link provided within each electronic communication. Alternatively you can send an email to email@example.com with a request to be unsubscribed from a specific list.
You may decide to send us personally identifying information for example, in an email which contains a question or comment or by filling out a web form that provides us with this information. We use personally identifying information from email primarily to respond to your requests. We may forward your email to other employees or volunteers who are best placed to answer your questions.
If you sign up for one of our email lists we will only send you the types of information you have requested and you will always have the option to unsubscribe from them. We will not share your name or email address with any unconnected parties.
Your credit card information
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your credit or debit card details securely to our payment processing partner, as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard, and we do not store the details on our website.
Information that we receive indirectly
In certain circumstances we will receive your personal information through a third party. This is most likely to be through an online fundraising tool, such as JustGiving or CrowdFunder.
When you sign up for this type of fundraising service, you should ensure you are happy with the privacy policies of that service.
If you state that you are fundraising for Adventure Therapy your details will most likely be passed to us to allow us to administer your fundraising activity and your details will be added to our supporter database. Unless we have an administrative query about your donation, we will only contact you about your event to send you a thank you acknowledgement and will only send you marketing in the future if you specifically give your consent for this.
If you are a donor supporting a fundraising event on these online platforms, your details are only added to our database if you have opted in to receive future marketing communications from us.
We may also receive in memoriam donations from funeral directors with the details of Next of Kin. These details are entered onto the database and they will receive thank you letters from us. No further marketing information will be received unless they have specifically opted in to receive this from us.
We also receive Next of Kin information from third party sites such as Love2Donate, where Next of Kin details are added to the database for the purposes of saying thank you, but not for marketing communications.
On occasion we may ask you to provide personal information which may be sensitive. This could be related to a referral to our services (in which case we will require this information to ensure eligibility for our services, suitability for an activity and safety) or if you are taking part in an event. We may ask if you have any health or medical issues that we need to be aware of and by providing this information, you are giving us permission to use it for the purposes of the activity or event.
It may be necessary for us to pass this sensitive information to a third party who we request to provide a service on our behalf at the activity or event. Examples would be our Approved Activity Providers or first aiders contracted by us to work at the event. We ensure that in these circumstances, third parties treat your confidential information to the same high standards that we do.
Job and volunteer applicants
If you apply to work or volunteer for Adventure Therapy, we will only use the information you provide to process your application and to monitor recruitment statistics. If we need to disclose information to someone outside of Adventure Therapy - for example, if we need a reference or to process a Disclosure and Barring Service (DBS) check we will tell you beforehand, unless we are required to disclose this information by law.
If you are unsuccessful in your application, we will hold your personal information for 12 months after we have finished recruiting the post you applied for. After this date you have our assurance that we will destroy or delete your information.
Supporters under the age of 18
When you register to receive contact from us, you are stating that you are over 18 years of age or are a minor acting with the consent of your parent or guardian, so please ensure that you do have their permission.
When we receive the details of a young person who is under 18, we will add them to our database to record and administer their contact with us. However, it is our policy to not send marketing communications to any of our supporters who are under 18, where known to us.
Our service users and their families
Through our referral process, we also collect relevant information about the children and adults we support and the families that we provide activities for.
Our service users and their families who we support may also receive information about forthcoming Adventure Therapy activities that they may wish to take part in. If an individual or family engages with fundraising for Adventure Therapy, at the point of contact they will be asked to advise their marketing preference and whether they wish to to opt in or opt out of receiving marketing communications from us. Marketing Preferences can be updated at any time by sending an email or calling us.
Your updates and preferences
It is important that we keep your personal information up to date. You can contact us at any time if your circumstances change.
It is your choice whether and how you receive information from Adventure Therapy about our work, fundraising and the ways you can get involved with our charity. We may use your contact details and any personal preferences that you have provided, which we have derived from cookies (see our section below on cookies) or that we have gathered from your service usage or market research, to update your information on our database. You can stop receiving emails or texts by clicking on the unsubscribe link in our marketing emails or sending us an opt out email.
You can update your contact preferences by calling us on 01271 865285, by contacting the enquiries team on firstname.lastname@example.org or by writing to us at Adventure Therapy, 5 Seaview Estate, Ilfracombe, Devon EX34 9PP.
We will not use your details for marketing purposes if you tell us not to. However, we will retain your details on our suppression lists to help to ensure that we do not contact you again in the future.
Registering with the free Telephone Preference Service gives you the opportunity to opt out of receiving unsolicited calls. The Mailing Preference Service will enable you to register to have your name taken off direct mailing lists, too.
Where we store your personal data
Adventure Therapy is committed to ensuring the security of your information. We have strict physical, electronic and managerial procedures in place to secure and store your personal information.
All information you provide to us is stored on secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our utmost to protect your personal data, we cannot guarantee the security of your data transmitted to this website and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We retain all data collected whilst you continue to actively use our services or until you request us to remove your details from our records. All data held is protected using up to date industry standard procedures to keep it safe and secure and to prevent loss or unauthorised access.
Access to your personal data
It is your responsibility to ensure that any personal data you have submitted to us is accurate and up to date. To update any information given to us please contact us using the details below.
Under Data Protection legislation you also have the right to request copies of the information we hold about you for an administration fee of £10. If you would like to request copies please e-mail email@example.com.
If you feel that any data we hold, handle or use is causing damage or distress or if you have any other complaints please contact us and we will endeavour to rectify the situation.
Disclosing your details to other parties
Adventure Therapy does not sell, trade, lease or rent your personal information to third parties. Aside from the circumstances below we will not pass your data on to any other party. In the following circumstances we may disclose your information:
- When you have given your explicit consent to share your data.
- When we are required to disclose your data in order to provide any service or product that you have requested.
- When we are legally compelled to disclose your information by law.
- If Adventure Therapy merges with another organisation.
These cookies collect information in an anonymous form, including the number of visitors to our website, where visitors come from and the pages they visited, so that we can measure and improve the performance of our site, using a service provided by Google Analytics. You can choose whether or not to allow these cookies to be set in the cookie control panel of your internet browser.
You can choose to opt out of being tracked by Google Analytics across all websites
We may use Disqus to administer comments on our blog.
Disqus sets a number of cookies on any page that includes a Disqus comment box. While we have no control over the cookies set by Disqus, they include pieces of information for measuring the number of Disqus users and their activity, including information that links their visits to our website with their Facebook, twitter, Instagram, Google or Disqus account if they are signed in to one.
Links and third parties
Using your details for marketing purposes
Adventure Therapy believes that our individual supporters should only receive marketing from us if they have actively told us they want to. From 25th May 2018, we will only send marketing information to those who have consented or opted in to receive this. Our marketing communications contain news about our charity including fundraising activities and campaigns and other ways that you can help to change lives through adventure. On your first contact with us we will offer you the opportunity to consent to receiving marketing communications from us.
Information and events
If you register to take part in an event, you will receive communications that specifically relate to your participation in that event, such as logistical information and safety details. If it is essential, for example if an event is postponed or cancelled, this may include an SMS or WhatsApp message. Where sponsorship is an integral part of the event you have chosen to take part in, we will send you fundraising support information in relation to your event.
Third party event providers
Some of our fundraising events and activities are run using the services of other organisations or businesses. These are indicated on our website as third party events or link to the relevant event provider website. This will show you details that tells you who the event organiser is when you register. If you take part in one of these events, Adventure Therapy will share your details with the event organiser who may contact you about your participation in the event. We ensure that our Third Party Event providers only use your information for the purposes of your participation in the event and securely destroy (or return to us) all data after the event. Adventure Therapy remains the data controller at all times.
Contacting community groups or businesses
Adventure Therapy has a number of partnerships with a variety of organisations and businesses within our communities. If you are a community or business group (e.g. a WI or a sports club) then we may contact you by post or phone about the ways that your organisation or business can get involved with Adventure Therapy, without your prior consent. This is because we believe that we have a legitimate interest in doing so. We will do this in the following circumstances:
Where we are running a fundraising activity that we feel may be of interest to your community group or business. We believe that we have a legitimate interest in using publicly available sources of professional information to make contact with you. This might be from your organisation’s website or a professional network such as LinkedIn. Types of activities that we might contact organisations about are
- Inviting your company to join the Adventure Therapy Business Club
- Inviting local schools or sports clubs to take part in a fundraising event
Where we have obtained details about your organisation or business because it has made a recent donation to Adventure Therapy (within the last 3 years).
An organisation with a corporate identity may also be contacted by email. Any organisation can tell us that they do not wish to be contacted and we always use services such as the Telephone Preference Service or the Corporate Telephone Preference Service (CTPS) before making contact.
Contacting Trusts, Grant Providers, Foundations and Major Donors
We may contact organisations who provide grants or who operate as Trusts or Foundations where we have a legitimate interest in doing so and where we do not infringe on the rights of the individuals who are part of the Trust or Foundation.
We also want to ensure that we communicate appropriately with individuals who support us with major personal gifts. During the course of our preparations to meet with such supporters or any potential future supporters, we may undertake research to determine their charitable and professional interests and their capacity to donate. This helps us make our contact as appropriate, effective and professional as possible and assists us in determining the likely match between their charitable ambitions and the work we do at Adventure Therapy.
This research is only carried out using information that is freely available in the public domain and where the individual may expect that this information is read by the public. An individual can object to this processing at any time using the contact details in this policy.
Storing personal data
Adventure Therapy is committed to ensuring the security of your information. We have strict physical, electronic and managerial procedures in place to secure and store your personal information.
The information that we collect from you is stored on our database. This database holds and stores all information within the United Kingdom.
It is acknowledged that the transmission of information via the internet is not always completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to this website and any transmission is at your own risk.
We use various secure payment providers to process electronic donations. We require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS). We store the last four digits of your card number in our secure supporter database as a record of your transaction.
Other ways we may use your personal data
On occasion we may undertake segmentation or profiling analysis of our charity database to improve the effectiveness of our marketing and communications. For example, we may look at information such as the postcodes of our supporters, their age (if known) and whether donations have been given regularly. This helps us to provide our supporters with the most relevant marketing information and allows us to ensure that we are using our charitable resources efficiently for marketing purposes. This analysis is only done based on information that you give us, either directly or that we receive through a fundraising tool (for example, JustGiving or Crowdfunder) and where you have given your permission for us to receive that data. This work will be undertaken by Adventure Therapy or a carefully selected third party organisation working on our behalf and adhering to our high data standards of data protection. Adventure Therapy will remain the Data Controller at all times.
You can change how you receive marketing information at by emailing us or by calling us on 01271 865285.
If you tell us that you are happy to receive marketing information then we will consider this consent is valid for up to 3 years since you were last considered to be an active supporter. For example, this might be when you last made a donation to us, supported us as a volunteer or took part in an event or activity. After this time we may contact you to renew your consent. You may of course withdraw your consent earlier than this by using the details above or when you register for a new event; we will always use your most recent preferences.
We will never give your personal information to any other organisations for their own marketing purposes without your prior explicit consent.
Retaining your information
Adventure Therapy will retain the information that you provide to us for as long as it is needed to administer the relationship we have with you and for the purposes for which it was originally intended. All data held is protected using up to date industry standard procedures to keep it safe and secure and to prevent loss or unauthorised access. In some cases, we will need to retain your details to meet legal requirements, such as the records we are required by law to keep regarding Gift Aid. When we do not require your information anymore, it will be disposed of securely.
With effect from the 25th May 2018, the General Data Protection Regulation will ensure that all individuals have the following rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
Please contact us if you feel that any information that we have about you is inaccurate and needs to be corrected. You can contact us if you wish to object to the way that your data is being processed, to withdraw your consent for processing, to make a complaint about the use of your data or to request that your data is deleted. You have the right to ask for a copy of the information that we hold about you. This is known as a Subject Access Request and you can contact us to request this via email. We will need to verify your identity in order to provide this information to you.
To contact Adventure Therapy, please email us or phone 01271 865285.
Changes to this policy
We may amend this policy from time to time, particularly if there are any changes to UK or European Data Protection laws. By submitting personal information the individual consents to use of their information as set out in the policy. It is your responsibility to regularly check this policy for any changes or updates.
These are our current guidelines, which we make you aware of as a convenience; this is not a contract. Any questions regarding this policy should be directed to firstname.lastname@example.org. Alternatively you can contact us by telephone on 01271 865285 or by writing to Adventure Therapy, 5 Seaview Estate, Ilfracombe, Devon EX34 9PP.