PRIVACY POLICY
Your privacy is important to us. We take great care with how we collect, store and use your personal information…
1 ABOUT THIS PRIVACY NOTICE
1.1 WHO ARE WE?
We are Assault Your Senses Ltd trading as The Playground. Our registered office address is Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK. You should address any enquiries about our use of your personal data to our Data Protection Officer (DPO) by post, by email at info@theplaygrounduk.com or by telephone on +44 (0)1284 625880.
1.2 HOW TO USE THIS PRIVACY POLICY
Please read this Privacy Policy carefully as it sets out how The Playground collects and uses personal information about you, according to the General Data Protection Regulations (GDPR) and is regularly reviewed. This privacy notice was last updated on 27th July 2021. Please check these pages from time to time to ensure you are aware of any updates that we may make, and that will take effect as soon as they are made.
1.3 WHAT THIS NOTICE COVERS
This policy covers the personal information we may hold about you, however we obtain it. We collect information at different points during our relationship with you, for example, when you browse our website, sign up to receive marketing, make a booking for one of our activities or sign a disclaimer at the site where you participate in an activity. This privacy notice does not cover the links within this site to other websites and we encourage you to read the privacy statements on other websites you visit.
1.4 WHAT IS MEANT BY ‘PERSONAL DATA’?
Personal data means any information relating to an individual which can identify them, directly or indirectly. It includes a wide range of identifying information such as name, email address, postal address, mobile number, location and genetic data, social identity, IP address and so on.
2 REASONS WHY AND HOW WE USE YOUR PERSONAL DATA
This privacy notice tells you what to expect when The Playground collects your personal information. We will tell you what information we collect, why we use it, how long we will keep it and who we share it with. The notice applies to information we collect about you when you engage with us, including in any of the following ways:
WHEN YOU USE OUR ONLINE CHANNELS
– Browse our website
– Engage with our social media channels
– Request a quote/make an enquiry
– Buy a gift voucher
WHEN YOU RESPOND TO OR ASK FOR MARKETING
– Enter one of our competitions
– Sign up to receive direct marketing
WHEN YOU VISIT THE PLAYGROUND
– Make a booking
– Agree to having your photo used
– Sign a disclaimer or warranty
– Are involved in an incident
– Receive medical attention
– Give an online or onsite review
WHEN YOU CONTACT THE PLAYGROUND FOR OTHER REASONS
– Apply for charity gift vouchers
2.1 WHEN YOU USE OUR ONLINE CHANNELS
The Playground has a website and several social media channels that you can visit and engage with, including Facebook, Twitter, Instagram, YouTube and Google. Through our website you can find out about all the different services and facilities that The Playground offers. The scenarios below explain how we collect and use your data when you use our online channels in these ways.
BROWSE OUR WEBSITE
What information do we collect?
We collect your name and email address through our ‘Newsletter Subscription’ section on our homepage, and only if you choose to enter this information voluntarily.
Where do we look after it?
We keep this information using the secure online marketing platform MailChimp.
Why and how do we use it?
We use your contact information to keep you up to date with our latest offers and events.
Who do we share it with?
This data is for our own use and we do not share it further.
How long do we keep it for?
We keep your details until you decide that you no longer wish to receive them, which you can quickly and easily choose to do by clicking the ‘unsubscribe’ button at either the top or bottom of every email we send you.
ENGAGE WITH OUR SOCIAL MEDIA CHANNELS
What information do we collect?
We do not collect or process any information about your engagement with The Playground on our social media sites, such as Facebook, Twitter, Instagram, YouTube and Google.
REQUEST A QUOTE
What information do we collect?
When you request a quote from us using a web form, or by phone, you give us your name, email and phone number as part of your enquiry.
Why and how do we use it?
We will use this information, combined with the other information you gave us (company, session type, size of group etc) to put together a plan that we think will suit your needs and to provide you with the quote for this.
Where do we look after it?
Your information will be stored securely in our bookings system and customer database.
Who do we share it with?
The data is for our own use and we do not share it further.
How long do we keep it for?
We will keep your data for five years following our last communication with you, after which your details will be deleted from our systems.
BUY A GIFT VOUCHER
When you buy a gift voucher, you will follow the same online purchase process as in the ‘Make a Booking’ section below.
2.2 WHEN YOU VISIT THE PLAYGROUND
You can make a booking for The Playground on our website, by contacting us by telephone, or when you arrive on site. Before you can take part in a session at The Playground, you will need to sign a disclaimer. Within that disclaimer we ask your permission to take photos and video footage of you experiencing The Playground for use in our marketing. If you are involved in an accident or incident we have a process that we need you to follow, which will include the potential collection of additional information.
MAKE A BOOKING
What information do we collect?
When you make a booking with us, whether online, by phone, or on site, we require certain personal information to deal with your booking. The following is generally required as minimum: name, email address, phone number, postal address, payment card details or information relating to your company for group bookings. If you have any additional needs, you may need to provide more information.
Why and how do we use it?
The information we request from you is required to finalise your booking including taking your payment, and to ensure we can provide your activity.
Where do we look after it?
We keep your information in our booking system and customer databases, operated by our hosting providers.
Who do we share it with?
We will also share certain details with other companies that we work with under contract to process your payment and fulfil your booking, such as with our payment partner.
How long do we keep it for?
We keep your details for a minimum of five years after your last visit to The Playground.
AGREE TO HAVE YOUR PHOTO TAKEN AND USED
What information do we collect?
When signing the Waiver form, you accept that during the ‘Event’ we may take photos and/or videos that include you.
Why and how do we use it?
We may use these images across our full range of marketing and media channels and applications which promote and publicise The Playground. This may include digital and print content and materials such as our website, blog, social media, posters, advertisements, email content, leaflets and other publicity materials.
Footage will not be used in conjunction with any other information that could identify you, unless we have gained your express permission beforehand. Such instances could include for a press article which may name you, or as a competition winner on a social media channel.
Where do we look after it?
We keep all footage that we are actively using on encrypted devices. Once we stop using the photos and video, we will destroy most of it but will keep selected footage that we used as a historical archive.
Who do we share it with?
We will not sell the images but may share them with third parties, as may be needed in the production and dissemination of our marketing materials, such as designers, printers, advertisers, journalists, third party re-sellers. Images used on our social media channels may also be shared by our active followers. It is also possible that other third parties will take and use images on our website or other digital channels without our permission – that’s just the nature of the web.
How long do we keep it for?
The Playground has a policy to actively use images for up to 10 years. Again, due to the nature of the web, some images may remain ‘out there’ for longer. We may also keep images that have been used in marketing activity in our archive library as a historic record of our brand and promotional development and these may remain indefinitely.
PARQ AND DISCLAIMER FORMS
What information do we collect?
When you book a session at The Playground, you will be asked to read and sign a Waiver Form for each activity, providing your name, age and signature, confirming that you understand & accept the risks of participating in the ‘Event’. A parent, guardian or carer must sign for each person under 18 years of age that they are supervising.
Why and how do we use it?
We ask for this signed declaration to ensure you have read and understood the risks of taking part in the activity, as they can all be dangerous if instructions and safety measures are not followed.
We ask for this information to ensure you have read and understood the risks of taking part in the activity. This is a legal requirement to ensure:
– we have brought the risks to your attention;
– where appropriate we have devised additional support in accordance with your specific conditions;
– you have understood and accepted any risks and agree to any rules.
The forms are used in the event of any claim and helps improve safety standards by tracking any accidents, should they occur.
Where do we look after it?
We save the information on the paper form you signed and keep it at our office, in accordance with the Data Protection Act. If you have booked using our online booking system, you will have completed this form during the booking process and as such this is then stored online.
Who do we share it with?
We do not share this information unless you have an accident whist at The Playground or another issue that needs to be investigated in which case we may need to share the form with, for example, parents of a child you were supervising, our solicitors or insurers, or other agencies as may be required by law – see ‘Sharing due to legal requirements’ section below.
How long do we keep it for?
Forms will be kept for a period sufficient to cover Limitation Act claims. Consequently, most forms will be kept for four years. Those relating to individuals under the age of 18 may be kept until they are 21 years of age.
ACCIDENTS AND INCIDENTS
What information do we collect?
If you have an accident whether causing injury or not, we will collect details on a form about the event including at minimum your name, age, gender, address, phone number and the same for the adult who was supervising you and any other customers involved but not injured.
Similarly, if you are involved in an incident we will collect your name, age, gender, address, phone number.
It may also be necessary to take injury details, witness statements and photographs to document what happened.
Why and how do we use it?
We will collect this information so that we can comply with our policies and any legal requirements to investigate what happened, ensure our first-aider and any other medical professionals tending to you can provide you with the appropriate care, and take any other administrative actions required. It is required by law to keep a record of accidents and treatment, and to register attendance by a medical professional. The forms are also used in the event of any claim and to help improve safety standards by tracking any accidents, should they occur.
Where do we look after it?
Completed forms kept in a locked cabinet at our head office.
Who do we share it with?
We do not share this information unless with, for example, medical personnel if you need medical attention; our solicitors or other agencies as may be required by law – see ‘Sharing due to legal requirements’ section below.
How long do we keep it for?
We keep the information in case there is a claim about the cause of the accident and/or the treatments received. information will be kept for a period sufficient to cover Limitation Act claims. Consequently, most forms will be kept for four years. Those relating to individuals under the age of 18 may be kept until they are 21 years of age.
2.3 MARKETING ACTIVITIES
The Playground offers a range of competitions, promotions, surveys and news to its customers and prospective customers, which you are welcome to sign up to, or participate in.
SIGN UP TO THE PLAYGROUND DIRECT MARKETING
What information do we collect?
If you sign up to receive our marketing emails we will as a minimum collect your name and email address. If you also consent for other forms of direct marketing such as SMS or post, we will also ask for your mobile number or postal address.
If you have signed up to receive marketing alongside another action such as when you made a booking or requested a quote, we will not request any additional information.
Why and how do we use it?
We will use this information to send you marketing from time to time, which includes updates on The Playground activities, discounts, competitions and other news we feel may be of interest to you.
Where do we look after it?
We keep your information in our bookings system and customer databases operated by our hosting partners.
Who do we share it with?
We do not share your information with anyone.
How long do we keep it for?
Until you unsubscribe.
ENTER A COMPETITION OR PRIZE DRAW
What information do we collect?
If you entered a competition or prize draw through our website or at The Playground, we will collect your name and email address as a minimum, to accompany your entry, whether a prize draw or a skill-based competition.
Why do we collect and use it?
We need this so that we can administer the competition or prize draw and contact the winner(s) to arrange their prize.
Where do we look after it?
We keep your information in customer databases operated by our hosting partners.
Who do we share it with?
If you opted-in to receive marketing from the competition partners, then we will share your data with them. Otherwise, we will not share this information with anyone.
How long do we keep it for?
We will keep details of those who entered a competition for a month after the winner has been successfully selected and contacted to arrange delivery of the prize(s), after which the entries will be destroyed.
2.4 OTHER REASONS YOU MAY SHARE PERSONAL DETAILS WITH THE PLAYGROUND
APPLY FOR CHARITY GIFT VOUCHERS
What information do we collect?
If you apply for some vouchers to use as a raffle or other prize at a community or charity fund-raising event, you will give us your name email address and phone number, along with details about the charity you are supporting.
Why do we collect and use it?
We will use this information to contact you to arrange your vouchers and any leaflets you require to be sent to you.
Where do we look after it?
We keep this information in our customer database operated by our hosting partner.
Who do we share it with?
This information is for our own use and we do not share it further.
How long do we keep it for?
Until you unsubscribe.
3 THE PLAYGROUND’S MARKETING ACTIVITIES
3.1 DIRECT MARKETING
If you have given us your consent to receive marketing communications from us by email, we will send you emails from time to time about our news, offers, competitions and activities. If you signed up to receive our email school newsletters or email corporate newsletters, then you will receive these more frequently. Occasionally we may also send communications by post or text if you have agreed to this.
We do not provide your personal information to external organisations for their own marketing purposes without your explicit consent.
COOKIES
We do not use cookies.
3.2 STORING AND SHARING YOUR INFORMATION
Where do we store your personal data?
The data that we collect from you will always be stored on our secure servers or those of our service providers.
SHARING DUE TO LEGAL REQUIREMENTS
In some circumstances, we may have to disclose your personal information by law, because a court or the police or other law enforcement agency has requested it using the appropriate channels. This includes but is not limited to enforcement authorities for the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations, the Health and Safety at Work Act 1974, and any other necessary regulations as part of an enforcement visit or investigation.
HOW LONG DO WE KEEP YOUR INFORMATION?
We only hold your personal information for as long as is necessary for the reason you provided it to us, as per the processing scenarios described in the sections above. In some cases, there are statutory obligations or industry best practise reasons that dictate the length of time for which we will hold your information. For example, if you make a complaint or feel you may have a legal claim against us, then we will hold your information for the duration of any statutory limitation period associated with such incidents.
3.3 SECURITY
We are committed to ensuring that your information is safe and secure whilst under our control to protect against loss, unauthorised disclosure or access. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All information you provide to us is stored on our secure servers or those of our service providers and any payment transactions will be encrypted using SSL technology.
3.4 REPORTING A SECURITY INCIDENT
If at any point you suspect or become aware of a security incident please forward the communication to us or report it by email to info@theplaygrounduk.com or in writing to Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK.
If you have been the victim of a fraudulent transaction, please always contact the police and/or your bank in the first instance to ensure your own finances are secure.
3.5 YOUR RIGHTS OVER YOUR INFORMATION
Under the GDPR which came into force in May 2018, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.EEA/for-the-public/is-my-information-being-handled-correctly
3.6 ACCESS TO YOUR INFORMATION
The Playground tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you, we will:
– give you a description of it;
– tell you why we are holding it;
– tell you who it could be disclosed to; and
– let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to the email or postal addresses provided below.
We will try to deal with your request informally in the first instance, for example by providing you with the specific information you need over the telephone.
3.7 CHANGES TO YOUR INFORMATION
If your details change, or if you think that any of the information that we have about you is incorrect or incomplete, please write to us with any changes you would like made at the contact details below
Similarly, if you would like to object to any ways in which your data is being processed including removing your consent for marketing, contact us by writing to the email or postal addresses provided below.
3.8 REMOVING YOUR CONSENT FOR DIRECT MARKETING
If you have given us your consent to receive marketing messages from us, you can change your mind and remove your consent (opt-out) at any time. Here are the ways you can contact The Playground to do this: click the ‘unsubscribe’ option at the end of a marketing email; email us at info@theplaygrounduk.com; or write to us at Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK. It may take up to two weeks for your details to be removed from our marketing list.
Please note that if you have a forthcoming session booked at The Playground we will send you service-related emails, even if you have unsubscribed from marketing communications as this is important information you will require for your session.
3.9 REMOVING YOUR CONSENT FOR USE OF YOUR IMAGES
You can withdraw the consent you gave for us using your image at any time. For children whose parents/legal guardian gave permission on their behalf, when they turn 18, they have legal rights over this data and will have the right to revoke the consent themselves. To withdraw your consent email info@theplaygrounduk.com; or write to us at Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK.
We will stop using your images as soon as reasonably possible but note that images used for web-based promotions may remain indefinitely.
4 QUERIES AND COMPLAINTS
The Playground tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate, or if you do not think that we have processed your data in accordance with this notice. We would also welcome any suggestions for improving our procedures.
Although it may seem lengthy, this privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of The Playground’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us:
– By telephone on +44 (0)1284 625880
– By email at info@theplaygrounduk.com
– By post to Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK
We will respond to your enquiry within five working days but may take 30 days to investigate and resolve your concern. If your query will take longer than this to investigate and resolve, we will let you know how long it will take.
If you are not satisfied with our response, you can refer the matter to the Information Commissioner’s Office (ICO). Information about how to do this is on the ICO website at www.ico.org.uk
HOW TO CONTACT US
If you need to contact us in relation to data protection including exercising your rights regarding your personal information including any of the reasons above, you can contact us;
– By telephone on +44 (0)1284 625880
– By email at info@theplaygrounduk.com
– By post to Assault Your Senses Ltd, Badgers Cottage, Culford, Suffolk, IP28 6UA, UK