Here at Altitude Events Ltd, we are committed to protecting and respecting your privacy.
The aim of this Policy is to explain when we collect your data, and why we collect it, through both our website and our booking forms. It details the personal information we collect, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Laws regarding Data Protection are updated frequently by the UK and EU so we may change this Policy to reflect any updates. We kindly request you check our Policy occasionally to ensure that you are happy with any updates that have been made. By returning a signed booking form and/or using our website, you are agreeing to be bound by this Policy.
If you have any questions regarding this Policy then please contact Ben Williams, Director at Altitude Events Ltd, by email to firstname.lastname@example.org or by writing to Altitude Events Ltd, Yewtree Farm, Copthorne Road, Felbridge, RH19 2QQ. Alternatively, you can telephone 0330 133 0900.
Firstly, who are we?
We’re Altitude Events Ltd, the South-Easts Premier Mobile Activity Operator. We provide activities to Corporate and Private Clients, Schools and Councils, Scout, Guide and Cadet Groups to name a few. We provide our activities all over the United Kingdom but mainly frequent London and the surrounding counties but we are not limited to them. Whilst primarily a mobile operator, we do also carry out activity bookings at our address at Yewtree Farm, Copthorne Road, Surrey, RH19 2QQ.
Altitude Events Ltd is a company limited by guarantee (no. 7963075). The registered address is Altitude Events Ltd, Old Brookhouse Barn, Brookhouse Lane, Framfield, East Sussex, TN22 5QJ. We also work alongside other Event Companies and Agencies to provide our services.
How do we collect information from you?
We obtain information about you when you use our website and by either:
We also obtain information about you when you fill in, and return, a booking form to us.
Furthermore, as we work alongside other Event Companies and Agencies, we obtain information about the end client from the Event Company or Agency that have booked our services. This is for the sole purpose of carrying out the booking.
On Events, we sometimes take photographs of our activities in use for marketing purposes whilst some of our activities collect photographs due to the nature of them (Magic Selfie Mirror and Digital Graffiti Wall).
What type of information is collected from you?
The personal information we collect depends on the process you have undertaken.
If you have signed up for our newsletter only, the personal information we collect includes your email address.
When filling out the contact form on the website, the personal information we collect includes name, venue hire address, telephone number, email address and IP address.
Photographs at events are taken solely for marketing purposes and we never supply individual’s personal details with the photographs. The same applies to photographs collected by our activities due to it being their very nature. (Magic Selfie Mirror and Digital Graffiti Wall).
How is your information used?
The information you’ve provided may allow us to:
We regularly review our retention periods for personal information. Here at Altitude Events, we are legally required to hold some types of information to fulfil our statutory obligations. These include Health & Safety, Insurance and HMRC purposes.
Who has access to your information?
We will not sell or rent your information to third parties, likewise, we do not buy or rent information from third parties either. We will also not share your information with third parties for marketing purposes.
Third Party Service Providers working on our behalf and/or in association with: Due to the nature of our business, and the large variety of activities we provide at times we use Third Party Suppliers. We may pass your information to them in order for them to solely carry out the activity booking as requested and complete all associated tasks and permutations from the booking. This includes records for their Insurance purposes but under no circumstance does it allow them to use that information for marketing or allow them to sell or rent your information you’ve provided. The exemption to information relating to/from Third Parties is by a court order or for the purposes of prevention of fraud or other crime.
For reference, we use SendInBlue for all our Direct Marketing via email. Please see the ‘Direct Marketing Policy’ header below.
Altitude Events Ltd Data Protection Officer/Data Controller is Director Ben Williams. We also employ up to 30 Data Processors. These are our Events Managers and Instructors. Whilst all Event Managers will hold your booking form with personal information on, not all Instructors will. Instructors usually will only become Data Processors if an activity requires it via disclaimers or use of photographs due to the exact activity nature.
You have a choice about whether or not you wish to receive information from us. This is done via opting-in to our quarterly newsletter via our sign-up page or contact form opt-in box. If you do want to receive direct marketing communications from us then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information on the signup page. Those who want to opt-in after filling out the contact form will be put into the category their booking refers too. This can be changed on the subscription page at any future point.
Altitude Events will not contact you for marketing purposes by email unless you have given your prior consent. We do not conduct direct marketing via telephone, text or post.
How you can access and update your information
The accuracy of your information is important to us. If any details change prior to your booking, or you believe we hold inaccurate information about you and your booking please email us at email@example.com in the first instance. You can also write to Altitude Events Ltd, Yewtree Farm, Copthorne Road, Felbridge, RH19 2QQ. Alternatively, you can telephone 0330 133 0900.
If we have to pass on personal information due to an incident with your booking, namely to our Insurers or the Health and Safety Executive, we will make sure you know. This is to protect all parties involved. If this is required, we politely request you confirm the details we hold about you and your booking are correct.
You have the right to ask for a copy of the information that Altitude Events Ltd hold about you. In all instances, we will endeavour to process this in a timely manner. All information we hold is provided by yourselves via Contact Form, Booking Form, Subscription Form or Photographs from an associated activity due to its nature (Magic Selfie Mirror and Digital Graffiti Wall). Photographs are not linked to any personal information that allows Altitude Events Ltd to identify you.
Deleting the information Altitude Events Ltd holds about you
If you cancel your booking, or you want us to delete any information from any enquiries you have made then please email us at firstname.lastname@example.org in the first instance. You can also write to Altitude Events Ltd, Yewtree Farm, Copthorne Road, Felbridge, RH19 2QQ. Alternatively, you can telephone 0330 133 0900.
Once a booking has taken place we need to keep a copy of your details for potential Insurance and Health and Safety obligations. Please see the ‘Health & Safety and Insurance’ section for more information.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely.
Our website (www.altitudeevents.org), complete with newsletter subscription and contact form, is protected by an SSL Certificate. When you are on a secure page a lock icon will appear in the browser of your choice, either at the bottom of the page or by the web address.
Our subscription form, contact form and emails are transmitted normally over the Internet, due to its very nature this can never be guaranteed to be 100% secure. Therefore you send the data at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Direct Marketing Policy
Altitude Events Ltd offer one form of Direct Marketing. This is by way of an email mail-out via a Third Party company called ‘SendInBlue’. SendInBlue provides the platform allowing us to send out mail-outs to you if you have subscribed to them.
SendInBlue store your email address and subscription preferences as well as recording clicks, opens, complaints and unsubscribes in relation to our newsletters.
We do not use any form of SMS, telephone or postal direct marketing.
Magic Selfie Mirror and Digital Graffiti Wall Photograph Policy
By the very nature of these two activities, photographs will be taken of the individuals participating. Prior to involvement, instructors will make clear the process that this occurs and what happens to the pictures after they have been taken. Signs will also be present advising the participant of the process and their rights.
Photographs taken by the Magic Selfie Mirror and Digital Graffiti Wall will be stored on the associated activities devices for up to 3 months after the event has taken place. This to allow the hirer, who has booked the activity, to get a copy of the relevant photographs.
Each photograph will have no identifying information from the participant (e.g. name, address etc.) as the activity does not collect this.
Photographs will be provided at the time they are taken to the participants. At times, they may also be able to share via Social Media or email immediately after the photo has been taken if that option has been taken out by the hirer. At the end of every booking, all photographs taken from that event will be passed onto the hirer via a USB stick before removal. This completes the nature of the activity and the premise of which the activity is used by the participants. Your agreement to the Terms and Conditions given to you at the time of booking provides the lawful basis for processing the above photographs.
Use of ‘cookies’
THIS SECTION IS UNDER ONGOING REVIEW: Our website automatically deploys a cookie on your computer when you arrive at our website, provided cookies are not blocked by your browser. This cookie allows us to track visitor statistics and site usage and is automatically deleted after 30 days.
On 27th May 2011, the EC introduced a directive called Privacy and Electronic Communications Regulation 2011 which requires the owners of websites to get specific approval from the visitor if cookies are deployed.
You can easily restrict or block the cookies used by our website through your browser settings. The Help function within your browser will provide detailed instruction on how to change these settings.
You might also want to visit www.aboutcookies.org which provides instructions on how to block cookies on all the major browsers. This site also explains how you can delete cookies that have already been stored on your computer as well as general information about cookies. You should be aware though that most cookies are harmless and restricting them may impact on the functionality of the websites you visit.
Whenever you request a page through your browser, data such as:
are stored in a log file and/or database. This information cannot be used to identify specific individuals, and is only used for:
Links to other websites
In addition to this, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third party site.
17 or Under
We are want to protect the privacy of children aged 17 or under. All bookings can only be made and signed for by those 18 years or over. If you are aged 17 or under‚ we request that parent/ guardians take the lead of the booking and provide us with their information in relation to any enquiry, hire or subscription.
Photographs for Marketing Use
As set out in our Terms and Conditions, Altitude Events Ltd may take photographs for use for marketing purposes. These are primarily of the activities we provide. We will seek verbal consent from anyone who may be in pictures that we take, deleting those instantly that do not want them to be used.
Furthermore, if a subject wants a picture to be removed that we have used for marketing, we will remove at the earliest possible convenience honouring their request.
Health & Safety and Insurance
Please be aware that your Health and Safety is our top priority whilst using our equipment. If there was an incident, we are lawfully obliged to let the Health and Safety Executive know. This requires us to pass on your details, our details and details of the incident. We also need to inform our Insurers.
There is a time limit for records to be kept in case of Insurance Claims. Here at Altitude Events Ltd, we do our best to record details of any incidents but sometimes we are not made aware of them. Children can claim for any instances for 3 years after they turn 18 years old hence the requirement to keep copies of any bookings due to the diverse nature of participants who use our services.
On certain activities we also keep disclaimers. Again, this helps keep a record of participants who have agreed to the Terms and Conditions of usage. This refers to those over 18 years old.
Dash Cam Policy
Altitude Events Ltd run Dash Cams within their fleet of vehicles. This is solely used for accident/incident purposes only.
The model of Dash Cam Altitude runs within its fleet record on a loop, which is only saved once either a collision is detected by the device, or the user activates the emergency record button. This then saves the footage in the build-up, during and after the incident. As per ICO rules, you do not have to put signage up to show a Dash Cam is in operation.
Any footage taken by the devices is stored locally on the device in case needed further. Only if required is the footage removed from the camera to process to the relevant authorities i.e.: insurance. At no point is footage taken and shared publically.
Dash Cams also have a specific amount of storage. Altitude Events Ltd regularly formats the SD Cards within the Dash Cams. If an SD card gets full, then old footage is recorded over on a date by date basis.
Right to complain
If for any reason you have a complaint about the above, or how we use/used your data please see the Information Commissioners Office’s (ICO’s) advice here.
We keep this Policy under regular review. This Policy was last updated in June 2018.