WHAT WE NEED FROM YOU
When you book adventures or activities with Mellow Journeys, we may ask you for some or all of the following personal information:

• Contact details – eg. name, address, email address and phone number
• Date of birth – to determine eligibility of activity
• Payment details – such as online payment transfers
• Equality information – sex, gender, disability, ethnic group and religion
• Safety and emergency details – eg. next of kin, relevant health conditions

If you do not provide us with personal information that we require this may affect our ability to offer you our services.

WHY WE NEED YOUR PERSONAL INFORMATION
We need to collect our customers’ personal information so that we can manage your relationship with us. We may use our customers’ personal information to:

• Confirmation of bookings, registration, offers for re-bookings
• Communication preferences
• Organise club activities, newsletter updates via subscription

LEGITIMATE PURPOSES
We also process our customers’ personal information in pursuit of our legitimate interests to:

• Provide you with news and updates about the activity of the club, opportunities to get involved in club meets, training, general meetings or other events
• Raise awareness of the club’s activities by capturing photos or videos. We will use this for promotion, education and development purposes
• Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations

OTHER USES OF YOUR PERSONAL INFORMATION
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations, such as West Midlands Police and Disclosure and Barring Service for the purposes of safeguarding children. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.

THIRD PARTY SUPPLIERS WITH ACCESS TO MEMBERS’ PERSONAL DATA
Mellow Journeys may use third party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it.

In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes. Our third parties and their purposes are:

Barclays Bank, and PayPal process payment transactions securely on our behalf
Mailchimp distribute some of our email communications. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security
Google Forms are used for all registrations and bookings. All personal information are stored on a secure cloud-server called Google Drive.

HOW WE PROTECT YOUR PERSONAL INFORMATION
Your personal information is accessed by Mellow Journeys only for the purposes set out above. Personal information is stored on Google Drive, where files are protected using 256-bit SSL/TLS encryption and is compliant with the GDPR in relation to processing of customer personal data in all Google Cloud Platform and G Suite services. Any printed documents with personal information are shredded and disposed after the required period.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION
We only keep your personal information for as long as the duration of your booking. If you have opted for multiple, periodic or pre-bookings, then we will hold your information for as long as necessary.

YOUR RIGHTS:
As the data subject you have the legal rights to alter, request or change the following:

• Change your communication preferences or restrict the processing of your personal data for specific purposes (unless we require them)
• Request that we correct your personal data if you believe it is inaccurate or incomplete
• Access the personal data that we hold about you through a “subject access request”
• Request that we delete your personal information (when no longer required)

For more information, you can contact Lukas Max Widrig: Email – info@mellowjourneys.com or call +44 7530 202919.

If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk