Privacy Policy

PRIVACY NOTICE FOR BOOKINGS

 

Why do I need your data?

I have a requirement to collect and store some of your personal details for the following reasons:

• To fulfil my contractual obligations to you, including my necessary duty of care obligations

• For my own legitimate interests (to ensure you are suited to the activity that you are booking)

• To meet the legitimate interest of my insurer

• To provide you with information in the future, should you wish to receive this.

 

What data do I need and for what reason?

I will ask you to supply the following information:

• Full name and date of birth – so that I know who you are

• Email address – so I can confirm and manage your booking and send you details regarding the session that you are booked on. To send you further correspondence if you opt in.

• Phone number – so I can contact you about specific arrangements if required

• Emergency Contact Details – so I know who you wish me to inform in the event of an emergency

• Medical Conditions – so that I know what issues may arise during the event and can take appropriate measures, where possible, to accommodate you. Also so I know how to respond in an emergency. This is classed as a special category of data under GDPR and I need your specific consent to process this. You may decide not to provide this information, but I may have to decline the offer of our services if that is the case.

 

Storage

• Your data is stored in a password protected location using a “Strong” Password

• Your data will not be shared with any third parties; however in the event of an insurance claim, I will need to provide information to my insurer.

• Your personal data will not in any way be used for automated analysis, profiling or decision making.

 

 

EVENTBRITE REGISTRATIONS

 

When you register for an event through Eventbrite, I collect personal data necessary to process your registration and deliver event services. This includes:

• Your name, email address and phone number

• Health, accessibility, or medical information you voluntarily provide

• Any other information you provide during registration

This data is collected and stored by Eventbrite, who act as a data processor on my behalf. I remain the data controller for the purposes of data protection laws.

​

Data storage on Eventbrite:

 

Eventbrite may store data on servers outside the UK.

 

Your Eventbrite data will be stored with a strong password and 2 factor authentication. Any exported data is stored in a password protected location using a “Strong” Password. 

​

Any personal information you provide will only be accessed and handled by me, Emma Shaw, as an individual freelancer. I do not operate as a company, and no one else will have access to your data unless legally required.

 

If you request to have your personal information removed from Eventbrite's system, I will forward the request to privacy@eventbrite.com and the support team may reach out to you directly to confirm the request.

 

Please see how Eventbrite process your personal data see Eventbrite’s Privacy Policy here

 

I conduct regular audits of Eventbrite exports and attendee lists to ensure data is not retained longer than necessary.

 

 

EVENT REGISTRATION DATA RETENTION POLICY

 

I collect personal data from event participants through Eventbrite and directly via the Walking Roots website.

 

To comply with UK data protection law, I implement the following retention schedule:

 

​

​

 

 

 

 

 

 

 

 

 

​

 

 

 

Eventbrite have a 120-day waiting period before I can delete an event. This is a fixed requirement in Eventbrite's system for events with completed orders. The 120-day period is designed to allow sufficient time for any potential refund requests, chargebacks, or other order-related issues to be resolved before the event and attendee data can be permanently deleted.

 

I do not retain any special category data (e.g. health or accessibility data) beyond the 7 days unless required for safeguarding, legal, or regulatory reasons.

 

OTHER INFORMATION REGARDING YOUR PERSONAL DATA

 

Withdrawing consent

• You can withdraw consent at any time if you no longer wish me to use your personal data (such as your name, contact details, or photographs), please contact me using the details below.

• You can request to have your contact details removed or corrected at any time.

• You have the right to lodge a complaint with the ICO (Information Commissioner’s Office)

To exercise these rights, please contact me at: emma.natureconnection@yahoo.com

 

Please note that some information (e.g. emergency contact details or medical data) may be required for participation in certain events. If you withdraw consent for me to use that information, I may not be able to allow participation for safety reasons. I’ll let you know if this is the case.

​

I review the Privacy Policy on a regular basis to ensure it is up to date and make changes as needed. 

 

​If you have any questions about any aspect of the Privacy Policy please don’t hesitate to contact me.