Providing you with the skills and confidence to be able to fully enjoy the hills and moorlands of the UK – that’s our business.
Discover Walking Pembrokeshire (DWP) – Privacy Notice
This privacy notice tells you what DWP does with the personal information collected when you book to stay at Tregynon Cottages or when you request to undertake one of our guided walking or walking tuition packages.
How we collect Information
For cottage bookings, we only collect the information supplied directly by you, or that forwarded to us by Sykes Cottages if you booked through them.
For walkers, in addition to the information collected in the course of making a legal contract, DWP has a Legitimate Interest in capturing two pieces of additional information:
- details of Next of Kin, if the walker is unaccompanied by another family member or friend. This personal data is needed in the unlikely event that the walker sustains an injury, or worse, while walking.
- DWP also records whether there is any medical condition which might need to be taken into account when planning the walking route. DWP has a duty of care to all its clients to ensure that any planned walk is conducted safely and is within the physical and mental capability of all individuals concerned. This additional information is an essential planning consideration to fulfil that responsibility and the walker would expect it to be considered.
DWP does not create a hard copy booking form for walkers.
How we use your information
Website When you visit our website, we do not record any information other than the IP address you use when visiting. This is part of the standard website process and it is not normally used. It is removed after the standard 12-month period.
Email & paper correspondence All email is processed via our internet service provider, Webzer Limited, and will be retained on their systems for no more than 5 years. For more information see https://www.webzer.co.uk/cookies/
General EMail Correspondence. This will be retained on our computer for no more than 12 months, unless subject to legal action.
Booking Related Information. Emails relating directly to your cottage or walking booking will be retained on the DWP home computer and a back-up copy will be kept on the Toshiba USB 3.0 Hard Drive. Hard copy booking information will be kept in a secure metal box within the locked premises. This information will be lawfully processed due to the contractual agreement you undertake by making the booking. The information will be retained in line with HMRC requirements for financial records, for 7 years.
Enquiries where no subsequent reservation was made will be retain for no more than 12 months.
DWP does not share any of your information with any third party either in the UK or overseas and we do not collect any personal information relating to children. DWP does not use the information gathered for any subsequent marketing or for any other purpose other than that for which it was originally gathered.
Under the Data Protection Act 2018, you have rights as an individual which you can exercise in relation to the information DWP holds about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Access to personal information
DWP will aim to give people access to their personal information within 30 days of receiving a request for access. To safeguard any individual from fraudulent data requests by a third party, DWP will ask the requestor to provide a detail relating to their holiday or the booking process which only individual requestor is reasonably likely to know and be able to answer.
Individuals can find out if we hold any personal information by writing or emailing DWP using the contact details below.
If DWP holds information about you, you will receive: a description of it; an explanation of why it is held; and a copy will be provided to you in a user-friendly format. If there is an error in the information held, DWP will correct the mistakes.
You will not have to pay a fee to access your personal data, however, DWP may charge a reasonable fee if your request is clearly repetitive or excessive. Alternatively, DWP may refuse to comply with your request in these circumstances.
How to contact us
In hard copy:
Discover Walking Pembrokeshire, Dan Y Mynydd, Tregynon Cottages, Pontfaen, Pembrokeshire, SA65 9TU
Or email to:
This Privacy Notice is dated 24 May 2018