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Privacy & Data Protection Policy

At Totally Sorted Sports we respect your Totally Sorted Sports Logo & Addressesrights to privacy and believe it is important to both of us to know where we stand.

The following notes inform you of what data collect, why we collect it, how you can check / edit / ask for it to be deleted and  how long we hold it for.  If you have any doubts or concerns at all please do not hesitate to e-mail, post or telephone us as detailed on our Contact Us page.

How to contact us

We can be reached via e-mail, post or telephone as detailed on our Contact Us page.

European Data Protection - GDPR Rules

You can learn more regarding the General Data Protection Rules (GDPR) at European Commission Data Protection Rules

What Data Do We Process?

Brochure / Information Requests

For a brochure of information request we typically ask for your name, e-mail address & a telephone number.
The reason we ask for these is so that we have a record of who you are, so we can refer back to your inquiry if you need any further information and can e-mail your brochure / respond to your inquiry.

We ask for a valid telephone number to be entered as part of the anti form abuse checks.
The reason we ask for this is because the majority of spam or spurious inquiries will not enter a number or enter a series of repeated digits, whereas bona fide inquiries do not.

We also ask what advertising media you saw us in and which month you are looking to book for, as this helps us plan how effective our advertising is.

Availability Inquiries

 For an availability inquiry we typically ask for your name, e-mail address & a telephone number.
The reason we ask for these is so that we have a record of who you are, so we can refer back to your inquiry if you need any further information and can respond  to your inquiry.

We also ask for the dates you are looking for, the accommodation required and the numbers of adults and children.
The reason we ask for these is so that we can check that your first choice of accommodation is still available for the dates you are looking for and prepare a full detailed no obligation quotation for you.

We ask for a valid telephone number to be entered as part of the anti form abuse checks.
The reason we ask for this is because the majority of spam or spurious inquiries will not enter a number or enter a series of repeated digits, whereas bona fide inquiries do not.   

Bookings

 For bookings we typically ask for the lead client name, address, e-mail address & telephone number, as well as the dates you are looking for, the accommodation required and numbers of adults and children.
The reason we ask for these is so we can administer your booking, send you confirmation letters, invoices, transfer details etc and any other information relevant to your inquiry and booking. 
We may also use your e-mail or address contact details to tell you about important changes to your booking or inquiry, the website and its functionality, or other information we feel relevant to your inquiry or booking.

We will also ask for the lead client's Passport Number (UK) or National Identity Card Number.
The reason we ask for this is that it is a legal requirement for IVA (VAT) accounting purposes and must be recorded on your invoices by law.

We also ask for the names, addresses of the other members of the party.
The reason we ask for this is so we can identify each member of the party in the booking by name and have a record of their addresses in the event of emergency.

We also ask for everyone's ages, any medical issues and any food allergies or special diets required, heights and weights.
The reason we ask for this is as for some activities there are age restrictions (for example SCUBA diving has a minimum age of 12), underlying medical conditions partly so we have a record in case of any incidents while you are here (for example our guides and instructors can be aware of diabetic requirements) and also as some activities have medical restrictions.

We ask for details of any food allergies / special diets.
The reason we ask for this is so that we can accommodate picnic lunches, advise on local food options and ensure our guides and instructors are aware of anyone who has severe allergies to stings, bites or food substances (for example peanut allergies).

We ask for heights and weights for some activities.
The reason we ask for this is so we can pre-book and reserve activity equipment such as wet suits and cycle frames in the correct size for you.

For horse riding activities we ask for additional information on your riding experience.
The reason we ask for this is to enable us to match you with a mount suitable for your experience level.

Telephone Numbers

We ask for a valid telephone number to be entered as part of the anti form abuse checks.
The reason we ask for this is because the majority of spam or spurious inquiries will not enter a number or enter a series of repeated digits, whereas bona fide inquiries do not. 

If you make an availability inquiry, or other request for information, we will e-mail the information requested to you.  We will then normally make one telephone call approximately 24 hrs later to confirm that you have received the e-mail and that you have all the information you need.
The reason we do that is because occasionally brochures or holiday quotations get diverted to the recipients "spam" or "junk mail" folders as they are sent as attachments to a covering e-mail. 

Persons who supply us with their telephone numbers either on-line  or on the booking form will only receive telephone contact from us with information regarding inquiries, availability requests or bookings they have placed on-line. 

We do not indulge in "cold call" telephone marketing techniques.  If you do not wish to receive calls from us, or you wish to change your options, you can do so at communication options.

E-Mail Newsletters

We use subscription McAfee virus scanning software on all inbound or outbound e-mail traffic without exception.

We occasionally send e-mail newsletters, which contain news, information or offers which we feel will be of value.  These are only occasional mailings, but never the less if you do not want to receive them, simply let us know by either using the unsubscribe link provided on the email,  contacting us at the address given in our contact details, or if you wish to change your options you can do at communication options.

Third Parties

We have never, and never will, sell or disclose your e-mail address, telephone number or other personal information to any third party for marketing purposes.

We need to share your name, address and passport or national identity number with our company accountants and the relevant taxation and legal authorities when requested.
The reason we need to do this is for accountancy purposes and  legislative reasons.

We need to share your name as well occasionally age, height, weight, shoe size, medical issues, food / diet allergies with other third party activity operators we work with.
The reason we need to do this is to ensure the correct size of certain activity equipment is reserved for you (for example wetsuit sizes) as well as ensuring guides and instructors are aware of any potential issues or assistance needed (for example reduced mobility, allergies, etc).

Data Retention

We retain client data for the minimum amount of time that is required to comply with current corporate and accounting legislation.

Access to  / Corrections / Removal / Deletion of Data

You have the right to be told what personal information we hold about you on our systems and if any data we hold is incorrect or incomplete you have the right to ask for it to be amended.

You have the right to ask for us to delete all the data not required to be held by law or for accounting / tax purposes we hold on you where there is no justifiable reason for us continuing to retain and process it.

You have the right to ask for to change the way your date is processed, for example you may wish to unsubscribe from emails, to ask it to be transferred to another third party, or to withdraw your consent to us processing it - though you should be aware that may not be able in these cases to continue providing services to you. 

You can learn more on your rights under the General Data Protection Rules (GDPR) at European Commission Data Protection Rules.  

All requests should be made via our Contact page using the "Data Access Query" option.

Computer Security / Virus Scanning

We use subscription McAfee virus scanning software on all communications both inbound and outbound.

Session details

Our web site does not automatically record e-mail addresses or other personal information, unless it is provided by you when you fill out a form on our web site.

However (in common with pretty well every other web site on the internet) our web servers automatically recognise technical items like IP addresses and session details.  These items are used solely by our systems administrators to monitor the performance of our web service and to plan for and develop improvements to our on-line systems.

Cookies

'Cookies' are small text files companies download to your computer in order to identify the computer or device being used.  They are very widely used - whenever you have returned to a web page and your details / log in / shopping basket / preferences / etc., have been "remembered" for you, then a "cookie" will have been used by that site to recognise your return.

For more details on how these are used please see our EU Cookie Policy Statement.

Identity Theft Precautions

Other documents

All paper documents holding personal details not required to be held by law or for accounting / tax purposes, are destroyed using DIN 32757 Security Level 3 (Confidential) shredders. 

Credit / Debit Card Processing

We will call you on the phone number you give us and at the time you requested for your card details in order to process your payment while you are on the telephone.

We will never e-mail you asking for card details or numbers to be submitted to us via e-mail.

PayPal Card Processing

When we use PayPal for card processing your bank & credit / debit card details are never passed to us and are not recorded by us.

Updates to this Policy

In the future it may be possible for us to use customer information for new, unanticipated uses not previously disclosed in this privacy policy.  If our information practices change at some time in the future we will post the policy changes to our Web site to notify you of these changes and provide you with the ability to opt out of these new uses. If you are concerned about how your information is used, you should check back at our Web site periodically. 


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