Polaris Outdoor needs to gather and use certain information about individuals. We appreciate the trust placed in us to hold this data and understand the importance of keeping personal information safe and confidential. We will only use this information so we can communicate information to individuals about our programmes, support those who are participating, and to tell people about activities which may be of interest.
All of our data is held in accordance with the provisions of the Data Protection Act 2018 and General Data Protection Regulations 2018. We are also registered with the ICO. Further details can be seen in our Data Protection Policy on the bottom of all pages of our website. By using our services and providing us with your personal information you are accepting our data protection practices as described in the Privacy Note and the accompanying Policy.
Name of Organisation
Polaris Outdoor Ltd – company number 12946082
Our contact details
The type of personal information we collect
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Emergency contact details
- Medical and dietary information
- Passport and travel documents when travelling with us on expeditions.
- Aspirations, personal and career plans when taking part in our personal development programmes.
Please see our Data Protection Policy – Appendix 1, for a full list of information alongside reasons for data collection and length of time information retained.
If you leave a comment on our website, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue, it also stores the visitor’s IP address to help with spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To deliver courses that you are participating in either as a student or as a leader – through a participant sign up form or course booking form.
- As part of an enquiry into our services and whether they will be a good fit for your needs – through our web contact form or directly emailing or speaking with us.
- By signing up for our email newsletter or requesting resources, you provide your name and email address which you agree we can use to send regular tips, information, resources and marketing emails.
- To pay for services
We also receive personal information indirectly, from the following sources in the following scenarios:
- Provided by your group leader to facilitate the delivery of courses.
We use the information that you have given us in order to deliver courses, activities and expeditions.
We may share this information with companies we use to deliver aspects of your courses: such as caterers, equipment providers, and subcontractors. The data disclosed will be the minimum required to deliver the service. We do not store credit card details as we use an invoicing system or a secure card processing company through our website.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting email@example.com
- We have a contractual obligation.
- We have a legal obligation.
- We have a vital interest.
- We need it to perform a public task.
- We have a legitimate interest.
How we store your personal information
Your information is securely stored in as few places as possible.
Mostly information is only kept for the duration of the course and follow up activities. We will then dispose your information or return it to you.
“Cookies” and other technologies connected to online services are collected as standard practice on many websites. These help us understand the needs of users and enable us to adjust and improve our services. You can disable cookies on your computer but some website features may not work properly if this setting is applied. Data of this nature does not identify individual users.
If you leave a comment on our website you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
In the unlikely event of a data breach, we will immediately investigate and rectify the breach. Those individuals whose data is affected will be contacted. If necessary the breach may then be reported to the ICO.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk