MOORS TO MOUNTAINS CLIENT DATA STORAGE.

(To view Mailing List policy, please click here to scroll down to #4)

It is neccesary for myself, Colin Liptrot as Moors to Mountains, to collect and and store the personal information of clients to meet safety requirements and operate efficiently. 

Personal information includes your name, date of birth, details of health conditions,  contact details of yourself and the person you name as emergency contact. 

The information you provide will be used to contact you and, in the event of an emergency, your named emergency contact person. I will also use the information for record keeping and to help to improve the level of service I can provide. Your information will NEVER be shared with a third party unless an emergency situation arises.

1. CONTACT INFORMATION.

1A. When a participant books on to a Moors to Mountains event, certain information will be requested. To make a booking, this will usually just involve your name and contact information. These contact details are stored securely in the Moors to Mountains Wix account submissions table and will be kept securely in accordance with the General Data Protection Regulation 2018. Participants' contact details will not be physically printed or digitally stored on any physical device, other than where specified below in point 1B for health and safety reasons as per the Moors to Mountains Risk Assessment Document.

1B. The walk leader will have a physical, printed copy of names and mobile telephone contact details during the activity. This is entirely for health and safety reasons should a participant become separated from the group, as per the Moors to Mountains Risk Assessment Document that will have been completed specifically for the activity. It may also be useful for the walk leader to have contact information in the case of one or more participants are running late for any reason. Any such printed information will be kept discreetly by the walk leader and destroyed immediately after the activity.

1C. Where neccesary for safety reasons, a copy of route details and printed contact information of both participants and emergency contacts will need to be left with a trusted person in case of emergencies, especially on activities in more mountainous areas. When this is the case, all contact information will be put inside a sealed enveloped that will not be opened by a third party unless there is a need to for safety reasons or if emergency services instruct accordingly. All printed materials will be destroyed as soon as the activity is completed safely. 

1D. The Participation Consent Form offers a tick-box option to participants as follows. “By ticking this box, I would request Moors to Mountains to contact me in future about other walking activities.”  If this box is left unchecked, Moors to Mountains will not contact the participant further to promote future activities.

2. PAYMENT INFORMATION.

2A. In case case of ticketed events, all payment details are submitted securely through Wix, utilising a system that complies with Payment Card Industry Data Security Standards (PCI DSS). The PCI DSS is the highest information security standard for organizations or companies that accept credit card payments. This standard provides protection of the privacy and confidentiality of the card's data used to complete the online transaction. PCI Compliance helps to create a secure environment by improving the quality of the cardholder data in order to reduce the rate of credit card fraud cases. In addition, it ensures that the data for each payment is stored securely in a tamper-proof manner.

2B. In the case of bank transfers, payment details will not be recorded or stored in any way. Moors to Mountains will supply the relevant details for participants to make a transfer.

3. MEDICAL INFORMATION.

3A. Before a booking is confirmed, participants must complete a Participation Consent Form no later that fourteen days before the booked activity. This document requests medical information and emergency contact details that is required purely to safeguard the well being, health and safety interests of participants. This medical information is securely stored within the Wix forms submissions table in accordance with the General Data Protection Regulation 2018. Participants' medical details will not be physically printed or digitally stored on any physical device, other than where specified below in point 3B for health and safety reasons, as per the Moors to Mountains Risk Assessment Document.

3B. The walk leader will have a physical, printed copy of participants' medical information and emergency contact details during the activity. It is an important health and safety condition, as per the Moors to Mountains Risk Assessment document, to have this information hand in the event of an emergency. Any such printed information will be kept discreetly by the walk leader and destroyed immediately after the activity.

3C. Where neccesary for safety reasons, a copy of route details and printed contact information of both participants and emergency contacts will need to be left with a trusted person in case of emergencies, especially on activities in more mountainous areas. When this is the case, all contact information will be put inside a sealed enveloped that will not be opened by a third party unless there is a need to for safety reasons or if emergency services instruct accordingly. All printed materials will be destroyed as soon as the activity is completed safely. 

3D. The Participation Consent Form offers regular participants a request option of keeping medical details on record for use with future activities. Regular participants should update Moors to Mountains with any changes to their medical information.

4. MOORS TO MOUNTAINS MAILING LIST.

A secure record of any email addresses from individuals who have opted to be added to the Moors to Mountains Mailing List is kept on the Moors to Mountains Google Drive. This is password protected and only Colin Liptrot will ever has access. The only information that is stored is email addresses, no names or any other information is listed. To opt out of the Moors to Mountains mailing list at any time, please email moorstomountains@gmail.com