Transition Extreme Sports Limited is committed to safeguarding the privacy of our visitors as well as being committed to complying with the Data Protection Act 1998, the General Data Protection Regulation (GDPR) from the 25thof May 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. This policy sets out how we will treat your personal information and informs customers and users about the collection, use and storage of personal information we may collect from our website, social media sites, within the facility and through the various services that we offer.
For the purpose of the Data Protection Act 1998 (the “Act”), the data controller (“we”, “our”, “us”) is Transition Extreme Sports Limited, Links Road, Aberdeen, AB24 5NN.
We need to collect our users’ information so that we can manage any memberships and passes you choose to purchase and any visits you choose to make to our facility. This use of personal data applies to both members and non-members and is usually restricted to your name, address, date of birth, email address, telephone number(s) and emergency contact details. We may also process your data based on our legitimate business interests for example in order to operate and improve our business. We will use your information to:-
If you do not provide us with all of the relevant personal information that we require it may affect our ability to offer access to areas of the facility as well as our ability of offer you the benefits of purchasing memberships and passes.
When you book a place with us to attend a class, event, training course, session etc. we need to collect your personal information in order for us to honour your booking and enable participation in your chosen sport or service.
If you do not provide us with all of the relevant personal information that we require then this may affect our ability to book a place on any given service.
We also process users’ personal information in pursuit of our mission, ‘To use and promote extreme sports, physical activity and play to bring about positive changes in people’ lives’ and legitimate interests in order to:-
When relevant we may need to store sensitive personal data about our users when accessing the facility, such as relevant medical conditions. We do this as a precaution in case of any emergency, accident or incident and to better improve and prepare for lessons, sessions or other services.
We collect data for any transactions you carry out over the phone and in centre when booking any of our sessions or purchasing admission and other products. We do this in order to track your bookings, visits and payments to ensure the ongoing normal daily operations of the organisation.
We process bank card information at the time we take payment. This data is not stored on our systems and is processed on Payment Card Industry Data Security Standard compliant banking systems.
If you make payment via invoice, cheque or other means we keep a record of your account details insofar as it is necessary to receive or make payment. We store these details securely for as long as our statutory obligations stipulate and are only shared with appropriately trained members of staff in order to complete transactions.
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and sensitive data.
We will store all the personal information you provide on our secure servers and filling systems following strict processes and procedures. Our servers and filing systems are based in the UK and are accessed by our staff for the purposes set out above.
Please be aware that data transmission over the internet is inherently insecure and we cannot guarantee the security of data sent over the internet.
In addition, we may disclose your personal information:
Such statutory or regulatory authorities and organizations we may disclose your information to include but are not limited to the Health & Safety Executive, Disclosure Scotland and Police Scotland for purposes such as the safeguarding of children and vulnerable adults.
We may also share personal information with our professional and legal advisors for the purposes of taking advice when relevant.
Transition Extreme Sports Limited employs third party suppliers such as IT consultants, member management systems and analysis professionals. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and to protect it.
In the event that we do share personal information with external third parties, we will only share such personal information when strictly required for specific purposes. We will take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
We will only keep your personal information for as long as necessary to provide you with the services, products and access privileges you agree to when registering to use the facilities. Unless you ask us not to, we will review and where necessary delete your personal information where you have not visited or renewed consent with us after 3 years.
We will keep certain personal information of users for longer in order to confirm your identity, understand when you made visits to the facility and what products, services and participation you consented to when visiting. We may need to do this in the event of any claims made against Transition Extreme.
Our services are used by people of all ages. We are required to receive and collect personal information related to individuals under the age of 13 when they use the facilities for the purposes outlined above.
Children under the age of 16 years must have a parent or guardian’s clear consent before providing personal information to us and before using any sport areas of the facilities. We do not wish to collect any personal information relating to children without explicit parental consent.
You can exercise any of the following rights by writing to us (see ‘Contact’ section below). Your rights in relation to your personal information are as follows:
Any requests received by Transition Extreme Sports Limited will be considered under applicable data protection legislation by our Data Protection Officer. Any Subject Access Requests or amendments will be dealt with by Transition Extreme’s Data Protection Officer who will confirm identity before any changes are made or before any data is shared.
You have the right to ask us not to process your personal data for marketing purposes by email at any time. We will usually inform you (before collecting your personal data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data.
The Act gives you the right to access information held about you by Transition Extreme Sports Limited. Your right to access can be exercised in accordance with the Act. Provisions of such information will be subject to:
If you would like more detail on our organisational data protection and data security policies and procedures please get in touch to request these via the contact section below.