PRIVACY POLICY

Adventure Dolphin Privacy Notice

This notice explains what personal information Adventure Dolphin collects, why we collect it, how we use it,
and your rights under UK data protection law. We aim to be clear and straightforward — if you have any
questions, please get in touch.

Who we are
We are Adventure Dolphin (Pangbourne) Charity - a registered charity (CIO) no. 1156978.
We are registered with the ICO (Information Commissioner’s Office) and hold a Data Protection Registration
Certificate (Reference: ZC098968).

We promote the benefits of leisure activities — particularly water and land-based outdoor pursuits — for the
inhabitants of West Berkshire and Pangbourne. We serve young people and the wider community, including
through paddlesports, climbing, and The Duke of Edinburgh’s Award programmes from our base on the River
Thames at Pangbourne.

We are the Data Controller for personal information collected in connection with our activities.
Information we collect

We collect personal information that you provide directly to us, for example when you complete a membership
or course booking form, register for an event, or contact us by email, phone, or post. This may include:

 your name, address, and contact details
 date of birth (for participants under 18 and where required by governing bodies)
 emergency contact details
 health or medical information relevant to your safety during activities
 payment information for courses, memberships, or events
 membership and qualification records.

Why we use your information

We use your personal information only for the purposes for which it was collected. These include:

 running the charitys activities, events, and courses
 managing membership records
 communicating with you about your bookings or participation
 complying with legal and regulatory requirements, including those of governing and awarding bodies
 processing payments and maintaining financial records
 keeping participants safe during activities.

We process your information on one of the following legal grounds:

 Contract — where you have booked a course or service with us
 Legitimate interests — where processing is necessary to run the charity in a way you would
reasonably expect
 Legal obligation — where we are required to do so by law
 Consent — for example, for marketing communications

Sharing your information

We do not sell or share your personal information with third parties for their own purposes. We may share
information in the following limited circumstances:

 with Paddle UK (British Canoeing) — all paddlesport members are also Associate Members of Paddle
UK, and we pass relevant membership data to them as required
 with other awarding or governing bodies — where necessary to register qualifications or awards on
your behalf
 with other clubs or organisations — on an occasional basis, to facilitate joint events or competitions
 with law enforcement or regulators — where we are legally obliged to do so.
Any third parties with whom we share data are required to handle it securely and in accordance with data
protection law.

How long we keep your information

We keep your personal information only for as long as is necessary for the purpose for which it was collected,
or as required by law. In practice, this means:

 active membership or course participant records are held for the duration of your involvement with the
charity
 financial records are retained for a minimum of six years in accordance with HMRC requirements
 records relating to young people may be kept until they reach adulthood, or longer where required by
safeguarding or insurance obligations.

When we no longer need your information, it is securely deleted or destroyed.

How we keep your information safe

We take reasonable steps to protect your personal information from unauthorised access, loss, or misuse.
Your data may be held securely in electronic or paper form. We restrict access to personal information to
those who need it to carry out their responsibilities for the charity.
Marketing

We will only contact you with news, events, or promotional information if you have given us your explicit
consent to do so. You can withdraw your consent at any time by contacting us at the address below, or by
using the unsubscribe link in any marketing email.

Your rights

Under UK GDPR you have the following rights in relation to your personal data:

Access You can request a copy of the personal information we hold about you.
Correction You can ask us to correct inaccurate or incomplete information.
Erasure In certain circumstances, you can ask us to delete your information.
Restriction You can ask us to limit how we use your information.
Objection You can object to our processing of your information in certain circumstances.
Portability You can ask for your information in a machine-readable format where processing

is based on consent or contract.

Withdraw consent Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please make a Subject Access Request or other data rights request by
emailing us at info@adventuredolphin.co.uk. We will verify your identity before responding. We aim to
respond within one calendar month.

If you have any questions about this notice or how we handle your information, please contact us:

Adventure Dolphin (Pangbourne) Charity

The Dolphin Centre, Whitchurch Road

Pangbourne, Reading RG8 7DA
Tel: 0118 321 7206
Email: info@adventuredolphin.co.uk
Website: www.adventuredolphin.co.uk

Complaints
If you have a concern about how we handle your personal information, please contact us in the first instance.
If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s
Office (ICO):
 ICO helpline: 0303 123 1113
 Website: www.ico.org.uk