This Policy sets out the obligations of Poles Apart regarding data protection and the rights of customers, potential customers and business contacts (“data subjects”) in respect of their personal data under the General Data Protection Regulation.
The Regulation defines “personal data” as any information relating to an identified or identifiable natural person (a data subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person. This Policy sets out the procedures that are to be followed when dealing with personal data.
Poles Apart is committed to protecting your privacy. We aim to ensure that all information you give to us is held securely and is only used in a manner that you have consented to. This privacy notice applies to Poles Apart and applies to the personal data you have disclosed to us.
This Privacy Notice explains how we collect, store and use your personal data.
Miss Lynn Pickering is Poles Apart *Data Controller at Registered address of 5 Hobart Road, Worcester Park, KT4 8SP.
*A data controller is the person or organisation who determines the purpose for which, and the way, any personal data is processed. The data controller is responsible for establishing practices and policies in line with the Regulations.
Poles Apart makes every effort to adhere to the requirements of the UK Data Protection Act 1998. We are seeking to become compliant with the new General Data Protection Regulation (GDPR) Policy. We are seeking to become compliant with the new GDPR Policy coming into effect from 25/05/2018.
We will only collect data which is relevant to the purpose for which you have given it. We will never pass it to a third party for marketing purposes.
Collection of personal data by Poles Apart is used for the performance of the contract to which the data subject is party or take steps at the request of the data subject prior to entering a contract.
This is to ensure you receive the materials, resources, services and/or information you may have requested and underpin the existence/functioning of Poles Apart as a provider of Nordic Walking Services.
Only Third Parties enabling Poles Apart to provide these services and fulfil the contract will have permission to receive/collect/store personal data (See the data sources/types outlined below).
We collect and store data from a variety of interactions with you to enable the daily functioning of the business e.g. administration/communication/archiving purposes and to comply with the legal/regulatory obligations of Poles Apart.
These interactions are via a variety of sources Online, Offline, face to face, by post, telephone, photographic or via Text/SMS/Whatsapp. Some of this information is personal data, which can be used to identify you.
Personal Data held by the Poles Apart will only be accessed by employees, agents, sub-contractors, or other parties working on behalf of the company that need access to, and use of, personal data in order to carry out their assigned duties correctly.
Examples of Personal Data Sources and Types that we collect, and store are below:
Your personal data may also be used to keep you informed about forthcoming Poles Apart Walks/Events and other Nordic Walking events such as Challenges/Races/Short Breaks run by Third-Parties (e.g. NWUK Nordic Walking Purbeck Festival/Epsom Race For Life) in which Poles Apart members are participating or would be relevant/of interest.
**Physical Activity Readiness Questionnaire
Your personal data will be held on our database during the period of our active relationship or until you request us to remove it.
We will not keep your personal data for any longer than you wish us to, or for which legal/Regulatory standards dictate. Once it is no longer required we will take all reasonable steps to destroy it or erase it safely/securely from our systems.
You can ask us to erase your data at any time by contacting The Data Controller at enquiries@polesapart.biz
Please allow us 10 working days for us to action removal of your details.
In order to comply with legal/regulatory/professional obligations it may be, on limited occasions, necessary to store some archived data beyond the period of our active relationship or your request to remove it.
This would only be to enable compliance with legal obligations/Professional Guidelines e.g. Payment information for Tax Records must be kept for 5 years (after the 31 January submission deadline of the relevant tax year). Additionally Professional/Industry Guidelines recommend Fitness Instructors retain PARQ forms for 7 years beyond the ceasing of an active relationship. Due to the potential for the instigation of future legal action where such records could be required as evidence.
Collection of personal data by Poles Apart is used for the performance of the contract to which the data subject is party or take steps at the request of the data subject prior to entering a contract.
There are limited occasions, to enable Poles Apart to deliver on this contract, where it is necessary for Third Parties to receive/collect/store/share personal data. These are for administration, not marketing, purposes.
It is possible that third parties may hold data outside of the EU, such as the US, but we only work with Third Parties that are committed to protecting customer data. For example Payment Processor Stripe adheres to the EU US Privacy Shield initiative which meets all ICO Guidance on transfer of data outside of the EU. Further details can be provided on request.
Examples of these Third Parties are below:
In relation to us processing your personal data you have the following rights, which can be exercised at any time:
We aim to keep your records as up-to-date as possible.
You can at any time verify, update, or amend your personal data or preferences. If you are registered on the Poles apart Booking System, you can amend personal/medical details by logging-in, amending and saving your details.
If you are not registered, or are having trouble amending your details, on the Poles Apart Booking System. Please contact us by email at enquiries@polesapart.biz and we will be happy to assist you.
Please allow up to 10 working days for us to amend your details on your behalf.
These are recommendations for you to keep your data safe:
If at any time you have any concerns or you wish to receive further information regarding Poles Apart’s Data Privacy Policy. Please contact our Data Controller Lynn Pickering at enquiries@polesapart.biz.
This policy shall be deemed effective as of 25/05/2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.