For purposes of this document:
“Experiences” refers to one of our organised activities, trips, or courses.
“T4X” refers to time4experience limited
“participant(s)” refers to clients, customers and anyone who has made a booking or will participate in one of our Experiences.
"you" and "your" include the first named person on the booking form and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. If you are signing the booking form as a parent or guardian (on behalf of an under 18 joining a trip) you accept these conditions on behalf of the minor.
“We” and “our” refers to time4experience, and all its team and representatives.
This policy contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given us.
You can ask for your information to be deleted or removed if there is not a compelling reason for TIME4EXPERIENCE to continue to have it.
You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.
You can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way.
You can object to TIME4EXPERIENCE processing your personal information where: it’s based on our legitimate interests; for direct marketing; and if we were using it for research and statistics.
HOW TO CONTACT US
WHAT DO WE COLLECT THE INFORMATION FOR
At the point of booking we request that you fill in a participant booking form. All of the information we collect from this form is relevant to the processing of your booking and enables us to accurately communicate with you regarding your booking, as accurately as possible provide experiences and cater for courses and events with your unique personal details considered. We also ask for permission that we are able to use your contact email address to update you of any new Experiences, Course & Events that may be of interest to you. We also need to make sure your instructors/guides have the relevant information to optimise good decision making with health and safety at the forefront.
Information about you that we collect and use includes:
Information about who you are e.g. your name and contact details
Information connected to your booking with us, eg: personal interests, medical conditions, special dietary requirements, etc.
Information about your contact with us e.g. meetings, phone calls, emails / letters
Information if you book with us e.g. visual photographic images take during activities
WHO IS IT SHARED WITH?
We only share relevant information on your booking form with the guides/leaders/ crew and instructors that you will be sharing your adventure with. We must also pass the information on to the relevant suppliers of our trip arrangements such as hotels, transport companies, kit providers, and in the event that you are using the trip as a fundraising activity, the charity you are supporting. Your information may also be shared with the necessary authorities as and when required to by law.
MARKETING AND SOCIAL MEDIA
We may use your name and email address for future contact to share any updates and new experiences we may have on offer and new courses or opportunities we think you might be interested in. You may opt-out of this on your booking form.
We also ask for your consent to use photos and videos of you, out with us, on our social media and for marketing purposes. If you wish to withdraw this consent you can do so at anytime by opting out on your booking form and at any later date by contacting us at firstname.lastname@example.org
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We will keep your personal information only where it is necessary to provide you with our products or services while you are a client, and/or may likely be a returning client in the future..
We may also keep your information after this period but only where required to meet our legal obligations, e.g. book-keeping and accounting. The length of time we keep your information for these purposes will vary depending on the obligations we need to meet.
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If you have any questions or would like to make a complaint about how we are using your personal data, please contact us at your convenience. If you are still unhappy, you can make a formal complaint to the Information Commissioner’s Office for the UK (the ICO).