General Data Protection Regulations (UK)

Your privacy is important to us. Roam Mountains requires certain information on the basis of aiding communication to send course and activity information, safety and emergency contacts, to satisfy our insurers requirements and to improve our customer experience. We understand that some of this information may be sensitive and we will treat any information with such sensitivity.

Information is held securely, mostly in digital form under password protection on a cloud. You have the right to request to see what information is held on you and can request that it is deleted at any time.

1. Personal Information and when it may be shared

The information requested prior to an activity with Roam Mountains is typical of the outdoor industry and can include:

• Name

• Address

• Date of Birth

• Telephone numbers

• Email

• Emergency contact name

• Emergency contact phone number

• Medical details including medical conditions, medication taken and injuries

• Accident and incident information

This information will only be shared with your leader, instructor or guide to aid them with their job and to give you the best possible experience and, in the very unlikely event of a medical situation where you yourself cannot give a medical professional your information.

If attending a CPD course run by Roam Mountains you may be asked for your Mountain Training number and your attendance and number will be shared with Mountain Training.

Other courses run for organisations such as the Austrian Alpine Club (UK branch) may also require attendance and membership numbers to be shared to give access to grants.

2. Payment Security

Payments are made through either BACS or Stripe payment system where all card details are held securely. Other payments may be taken by third parties like Eventbrite and Patreon. Roam Mountains does not take or hold any card details directly.

3. Marketing

Roam Mountains does not send spam emails. However, we may contact you after a course to ask for feedback to help us improve or to notify you of other courses or activities with Roam Mountains you may be interested in. You have the right not to be contacted like this.

4. How is data stored?

Nearly all data is stored digitally in a cloud which is password protected. On occasions where other instructors require information they will obtain this by a link to the cloud or via encrypted message. Occasionally a paper copy is required which will be kept on person during an activity and, if requiring subsequent storage, will be scanned and added to the cloud.

5. How long will it be stored for?

Instructors will be asked to delete information after the activity.

Roam Mountains will keep data for up to 7 years after the activity in accordance with insurance and tax requirements. After then information will be deleted (digital) or shredded (paper).

5. Your rights

• You have a right to request access to the personal information that we hold about you.

• If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information.

• You have a right to request that we restrict the processing of your personal information for specific purposes.

• If you wish us to delete your personal information, you may request that we do so.

6. Transparency

This policy has been written with the intention of being clear, understandable and totally transparent. If you do not understand any of this policy please do not hesitate to let us know and we can ensure everything is as clear as possible.

7. ICO Registration

According to Data Protection (Charges and Information) Regulations 2018 Roam Mountains is registered with the Information Commissioners Office (ICO).