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Image by Tom Wheatley

PRIVACY POLICY

At Waypoint Crew, your privacy matters. This policy explains how we collect, use, and protect your personal information when you use our website or participate in our events. By using our services, you agree to the practices outlined here.

 

  1. Information We Collect

 

  • Personal Information: When you sign up on our website or register for events, we may collect:

    • Your name, email address, and phone number

    • Consent form details (e.g., emergency contact information, medical details, date of birth)

  • Consent Forms: To participate in events, you must complete a consent form. This helps us:

    • Understand medical or special needs

    • Record emergency contacts

    • Ensure a safe experience for all participants

    • Your consent form information will be accessible to our event guides so they can provide a safe and well-informed experience during activities.

  • Website Usage Information: We may collect anonymous data about how you use our website, including IP address, browser type, pages visited, and time spent.

 

2. How We Use Your Information

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  • To provide our services: Organising events, communicating with you, and ensuring your safety

  • To stay in touch: Sending updates, newsletters, and event information (you can unsubscribe anytime)

  • To improve our website: Using analytics tools like Google Analytics to understand user activity

 

  • Google Analytics: We use Google Analytics to improve your website experience. All data is anonymous. You can opt out here: Google Analytics Opt-Out.

  • Cookies: Our website uses cookies to enhance your experience. You can view our full cookie policy here.

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3. How We Store and Protect Your Data

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  • Your data is stored securely in our CRM (Hubspot) and mailing systems

  • Access is restricted internally

  • Guides and relevant event staff may access necessary personal information to ensure safety and smooth event operation

  • We use standard security measures, but no online system is completely secure

 

  • Consent Forms: Event consent forms are stored securely for at least 3 years after the event, in line with safety, insurance, and legal best practices. After this period, forms are securely deleted.

  • Sharing with Guides: If we share information with guides, we use restricted access systems (e.g., Google Drive with access controls) to ensure the data is only accessible to those who need it for operational or safety purposes.

 

4. Sharing Your Information

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We only share your data when necessary to provide events and services, such as:

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  • Event Organisers: To manage logistics and attendance

  • Service Providers: For ticketing, catering, or event services

  • Partners and Sponsors: Only if you’ve registered for their event or promotion

  • We will never sell or rent your personal information.

 

5. Your Rights

 

You have the right to:

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  • Access, correct, or delete your personal data

  • Withdraw consent for communications

  • Restrict or object to data processing

  • Request data portability

 

For more information, visit the ICO website.

 

6. How Long We Keep Your Data

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  • Until it’s no longer up-to-date

  • Until you opt out of communications

  • Until you request deletion

  • Consent forms for events are stored for at least 3 years, after which they are securely deleted. Guides will only access this information for safety and operational purposes.

 

7. International Users

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If you participate from outside the UK, we comply with applicable international data protection laws, including the General Data Protection Regulation (GDPR) for EU citizens. Your personal data will be handled in accordance with GDPR requirements, including your rights to access, correction, and deletion.

 

8. Contact Us

 

If you want to update or delete your information, contact us at info@waypointcrew.com

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