Privacy and Cookies

Introduction

This document supersedes all earlier versions and is designed to meet the requirements of the Privacy and Electronic Communications Regulations (PECR), the General Data Protection Regulation (GDPR) and any legacy data concerning the Data Protection Act. These combined rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU.

 

About Us

The Immersive Adventure Agency Ltd, trading as The Bioasis.  “The Bioasis”, “IAA”, “we”, “us” and “our” means The Immersive Adventure Agency Ltd; Registered in England No. 12730721; VAT Registration No. 353563885; Registered address: 6b King Street, Exeter, EX1 1BH. The Bioasis primarily provides school trips and outdoor learning experiences for secondary schools and non-school groups within the UK. For the purposes of the General Data Protection Regulation 2018 (GDPR) we are the Data Controller. When carrying out certain contractual responsibilities on behalf of third parties, we are the data processor.

 

Personal data

The Bioasis collects and stores personal data which you provide us with in order to fulfil our contractual obligations as part of a booking or service you have purchased from us; or to contact you with regards to employment or manage your data if you are working for us, either freelance or on an employed basis. If you give consent, we may also send company updates, news, special offers, competitions and other content where you have expressed an interest, using your chosen method/s of communication.

 

For the purposes of marketing, The Bioasis will collect and store the basic personal data which you have provided, to make contact regarding the information you have requested. This information will be retained to allow us to maintain ongoing contact and to promote the legitimate marketing interests of The Bioasis. Your marketing data will be kept with us until you notify us that you either no longer wish to receive information, or you request that your information is erased. You can request to no longer receive information from us at any time, either via phone, by email or on our website.

 

The data that we directly collect from you will be stored on our servers inside the UK, however, any website analytics processed by Google may be held outside the EEA in accordance with the EU-US Privacy Shield.

 

Data may also be processed by Bioasis staff operating inside the UK or for one of our suppliers, who for the purposes of GDPR will be designated data processors. Such staff may be engaged in, among other things, the fulfilment of delivering purchased products, the processing of your payment details, the provision of support services and marketing. The Bioasis reserves the right to make the information available to third parties involved in the Trip (including the School and Leader Team) as may be necessary and other organisations that provide services to The Bioasis, including regulatory authorities and governmental or quasi-governmental bodies (whether inside or outside the European Economic Area). By submitting your personal data, you consent to this retention and processing.

 

There is no requirement to divulge personal information to access this site. If you do contact us, or make a booking, we will never wilfully disclose personal information about you to any third party other than when required to for the purpose of a booking or under legal obligation.  The Bioasis will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with GDPR and other data protection legislation.

 

Information we collect

The Bioasis stores information you enter on our website or give us via telephone or email. This includes information that can identify you, known as “personal information”, such as first and last name, telephone number, postal and email addresses and place of work. In addition, in the case of making a booking, we may collect additional “sensitive personal information” such as health, medical and dietary information.

 

If you enter into correspondence with us regarding a booking, enquiry or complaint, we may also keep details of that correspondence. You can choose not to provide information to us, but please note some information about you is required in order for you to:

• purchase products

• participate in a survey, competition or promotion

• sign up to a newsletter

• apply for a job

• ask us a question

 

We also collect and store personal data in order to fulfil our legal responsibilities in the reporting of accidents, incidents and safeguarding concerns and to help us in our future management of these risks. This information may include full name, address and occupation of injured/involved person; date and time of accident/incident; location of accident/incident; cause and nature of injury/incident; name, address and occupation of person giving notice, if other than the injured/involved person.

 

Website Privacy

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IP addresses

When you visit our website, we may collect certain information about your computer, including, where available, your IP address, operating system and browser type for system administration and to assess the effectiveness of our website. This is statistical data about our users’ browsing actions and patterns which does not identify any individual.

 

Cookies

A cookie is a small file which can be placed on your computer's hard drive. If you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

 

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

 

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

 

Third party cookies

The Bioasis website uses third party embedded content from providers such as Facebook, Twitter and Google. Cookies may be set by these sites in order for this functionality to work, however these are not managed by The Bioasis and data collected from them is not in our control.

 

External links and social plug-ins

If any part of The Bioasis website links you to other websites, those websites do not operate under this Privacy Notice. We recommend you examine the privacy policies posted on these other websites to understand their procedures for collecting, using, and disclosing personal information.

 

How we use your information

We use information about you for the following general purposes:

• to provide you with the products and services you request

• to provide you with booking confirmations and updates

• to manage your account, including processing bills and providing booking notifications

• to communicate with you in general

• to respond to your questions and comments

• to allow us to contact you for customer service, if necessary

• to measure interest in and improve our products, services, and website

• to tell you about new products

• to collect fees, resolve disputes, or troubleshoot problems

• to prevent potentially prohibited or illegal activities

• to enforce our Booking Conditions.

 

Unsubscribing from marketing activities

For the purposes of marketing, The Bioasis is relying on consent and/or legitimate interest. You can exercise your right to change your preferences at any time to prevent such processing by informing us of your new preferences. You can also exercise the right to unsubscribe from these activities at any time by contacting us via phone, email, the website, or by clicking ‘unsubscribe’ in the footer of any of our emails.

 

Updates to our privacy notice

We may update this privacy notice from time to time. Your continued use of this site will constitute your agreement to any changes we may make.

 

Data security

We make it a high priority to ensure the security and confidentiality of the personal information you provide to us. All information you provide The Bioasis is stored on our secure servers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

Your data rights

If you make a booking with us, we have a legal obligation to keep records of children's data for 7 years after they reach the age of 18. At any point whilst The Bioasis is in possession of or processing your personal data, all data subjects have the following rights:

• Right of access: you have the right to request a copy of the information that we hold about you.

• Right of rectification: you have a right to correct data that we hold about you that is inaccurate or incomplete.

• Right to be forgotten: in certain circumstances you can ask for the data we hold about you to be erased from our records.

• Right to restriction of processing: where certain conditions apply to have a right to restrict the processing.

• Right of portability: you have the right to have the data we hold about you transferred to another organisation.

• Right to object: you have the right to object to certain types of processing such as direct marketing.

• Right to object to automated processing, including profiling: you also have the right to be subject to the legal effects of automated processing or profiling.

 

In the event that The Bioasis refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

 

At your request, we can confirm what information it holds about you and how it is processed. To access what personal data is held, identification will be required (e.g. driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required).

 

All requests for data information should be made by phoning +44 (0)1392 790012 or writing to The Data Protection Officer, The Immersive Adventure Agency, 6b King Street, Exeter, EX1 1BH.

 

Complaints

If you are unhappy with how your personal data is being processed by The Bioasis or its data processors, you have the right to complain. If you do not get a response within 30 days you can complain to the Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone 0303 123 1113. https://ico.org.uk/

 

Published August 2020