SUMMIT GUIDES PRIVACY POLICY, INCLUDING DATA SHARING

1.     DEFINITIONS

‘Summit Guides’ refers to the trip provider, Mr. Thomas MB Lawfield – info@summitguides.com + 44 (0)7943 962 865 Madryn, 3 Marian Terrace, Deiniolen, Caernarfon, Gwynedd, WALES, LL55 3HT.

‘Participant’ refers to paying clients on Summit Guides trips.

‘Trip(s)’ refer to any event, course, or expedition provided by Summit Guides.

‘Trip Leader’ is the individual or individuals engaged by Summit Guides to lead the event, course, or expedition.

‘Trip Dossier’ includes the ‘Trip Information’, ‘Participant Details’ and ‘Booking Conditions’ documents.

‘Data’ all information the Participant submits to Summit Guides.

‘Data Protection Laws’ includes any law relating to the processing of personal data, including GDPR (General Data Protection Regulation).

2.     PRIVACY POLICY

A.    METHOD OF COLLECTION: Summit Guides collects data from participants going on Trips in the following ways:

  • Via the website, by telephone, post, email, or Participant Details Form

  • The completion of surveys

  • When you make payments

  • When on a Trip

B.    PARTICIPANT DETAILS FORM: The following data is collected in the Participants Details form:

  • Personal details

  • Emergency contact (NoK)

  • Insurance

  • Medical

  • Fitness

  • Dietary Requirements

  • Any other client information that is considered relevant for the safe and efficient running of a Summit Guides Trip.

C.    GENERAL:

  • This data is not shared with third parties, except on occasion where it is directly relevant and necessary for the provision of a Trip ie. for services provided by our in-country agent. In this case, the third party will not share this information with another third party unless it is directly required to undertake their duties. An example would be a local guide providing a list of Participant names and passport numbers while signing in to a National Park Rangers office on expedition.

  • Prior to the trip, data is stored in a password-protected personal computer. During the trip, data is carried on a smartphone device and/or a printed copy is carried by the Trip Leader.

  • With the exception of a) name and b) contact details which are kept on our database, this data is kept from the time of booking until the completion of the trip, and then the computer copy is deleted and a paper copy (if made) is destroyed. For returning clients, who have either booked, or expressed an interest in booking a future trip, and have specified they want their Participants Details form kept on file to make rebooking easier, this information is retained. Before the trip, the participant will be requested to update any information.

  • As a reminder, using email to send information is not as secure as encrypted alternatives such as WhatsApp or Facebook Messenger (Secret Messages feature).

  • Photographs are regularly taken on Summit Guides trips, for use on social media and in promotional material. If you would prefer not to have your photo taken, please let Summit Guides know via the Participant Details form.

D.    WEBSITE:

  • The website does not collect cookies.

  • Newsletter subscription (available for both Participants and others) is a great way to keep up to date with Summit Guides – just click unsubscribe if you do NOT wish to receive further Newsletters from us.

E.    RIGHTS: Participants have the following rights in relation to their Data:

  • Right to access, correct, erase and restrict the Data we hold on you, although where this inhibits the ability of the Trip Leader to ensure the safe delivery of the Trip the Contract may be terminated.

  • To exercise any of the rights set out above, please email info@summitguides.com  

F.    CHANGES: Any occasional changes to this privacy policy will be updated on the website.