Privacy Notice
SeaChange Retreats CIC (“SeaChange Retreats”, “we”, “our”, “us”) is a Community Interest Company (CIC) incorporated in England and Wales (company number 11892253). We offer adults impacted by cancer, and their carers, an opportunity to strengthen their minds and bodies through free retreats.
We are committed to keeping your personal data safe and meeting our responsibilities under privacy law. This Privacy Notice gives you detailed information on why and when we collect your personal data when you use our website (https://seachangeretreats.org) (the “Website”) and other services, how we use your personal data, how we keep it secure, and how you can let us know if you would like us to change how we manage it. Please read this Privacy Notice carefully.
Personal data collected
Personal data is any information that relates to an individual. It does not include information where the identity of the individual has been fully and effectively removed (anonymous data).
We may collect the following personal data, from you when you sign up to one of our retreats:
- name;
- date of birth;
- gender;
- contact information, such as email addresses and telephone numbers;
- demographic information, such as postcode, preferences and interests;
- information about your previous levels of surfing and swimming experience, and your level of exercise;
- emergency contact information (including name and contact number);
- additional information that we may need for the retreat, including your clothes and shoe size (for wetsuits);
- photographs, which we may take during our retreats;
- any testimonials you provide about your experience.
We may collect the following personal data from you if you complete one our follow up forms after attending a retreat:
- name;
- email address;
- your feelings and thoughts following participation in the retreat;
- details of whether you are still in touch with anyone from your retreat;
- any further feedback you might have.
If you contact us, for example to provide your feedback, we may keep a record of that feedback and correspondence, as well as your name and contact details.
Sensitive Personal Data
Under data protection legislation, certain personal data is considered more ‘sensitive’ (e.g., information relating to race, religion, political affiliation and health). This is also known as ‘special category data’.
If you attend one of our retreats, and if relevant, we will collect:
- health data from you: in particular cancer information including type, stage and date of your last treatment and your current levels of fitness;
- details of your ethnicity.
If you complete our follow up forms after attending a retreat, we will collect the following health data:
- details of your cancer side effects and symptom levels;
- NHS service use following the retreat;
Note that completion of a follow up form, or of specific questions in that form, is entirely optional.
How we collect personal data
We collect personal data in the following ways:
- where it is given to us by you ; and
- where it is collected automatically.
Personal data that is given to us by you
SeaChange Retreats will collect personal data:
- when you contact us through the Website, by telephone, post, e-mail or through any other means;
- when you complete surveys that we use for research purposes (although you are not obliged to respond to them);
- when you make payments to us, through this Website or otherwise;
- when you use our services, including when you fill in a form when registering interest for, or booking onto, one of our retreats;
- when you complete one of our follow up forms after attending a retreat.
Personal data that is given to us by a third party
SeaChange Retreats will collect personal data from a third party where you are named as an emergency contact by an attendee of one of our retreats, in which case we will collect your personal data from that attendee.
Data that is collected automatically
To the extent that you access the Website, we will collect your personal data automatically, for example:
- we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content;
- we will collect your personal data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them on the Website, see the section 11 below, headed “Cookies”.
Our use of your personal data
We may use your personal data for the following purposes:
- contact you with important information relating to a retreat that you’ve booked;
- enable you to make use of our services, including by making sure that you are adequately safe if you attend our retreats;
- facilitate any transactions you wish to make with us;
- send you updates and information about SeaChange Retreats;
- to conduct research about our products / services;
- internal record keeping;
- improvement of our products / services.
We will not sell, distribute or disclose your information to third parties.
Our lawful bases
We will only use personal data when the law allows us to (i.e., where we have a ‘lawful basis’). Most commonly, we will use your personal data in the following circumstances:
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example, we have a legitimate interest in providing our services (including retreats) to you and in ensuring that you are safe when you use those services;
- Where it is necessary for the performance of a contract with you;
- Where it is necessary to comply with a legal obligation on us (for example, reporting to HM Revenue and Customs or Companies House);
- Where it is necessary to protect your vital interests (for example in an emergency situation).
In some circumstances, we may ask for your consent to use your personal data for a specific purpose. In particular, we may obtain your consent in order to collect health data in the context of our follow up forms and/or before we send you any email marketing, newsletters or other communications about topics and events which we think might interest you.
If you have been impacted by cancer, we will process personal data concerning health, since we will receive personal data about your cancer status and treatment. In order to do this, we rely on the condition that we are processing personal data to provide support for individuals with a particular disability or medical condition under the Data Protection Act 2018.
In the context of our collection of ethnicity data, we do this to ensure that we are providing our services to a sufficiently diverse range of people. In order to do this, we rely on the condition that we are processing personal data for the purposes of identifying and keeping under review the equality of opportunity between groups of people in order to maintain or enhance that equality.
You may unsubscribe from our email communications by following the instructions in any email that we send you, or you can withdraw your consent and request us to remove your personal data at any time by emailing us at info@seachangeretreats.org.
We do not carry out any automated decision-making using personal data which produces legal effects or otherwise significantly affects individuals.
Who we share personal data with
We may share your personal data with the following groups of people:
- agents and/or professional advisors (including lawyers, accountants and auditors) – so that our facilitators can provide the best possible retreat experiences;
- contractors, suppliers, or other third parties that provide services on our behalf (such as website host providers);
- with our facilitators e.g. yoga teacher, surf instructors to enable them to conduct safe sessions during our retreats;
- we may post your testimonials on our website, so that they are publicly available, but will only do so with your permission;
- as part of a sale, merger or acquisition, or other transfer of all or part of our assets including as part of a bankruptcy proceeding;
- pursuant to a subpoena, court order, or other legal process or as otherwise required or requested by law, regulation, or government authority programs, or to protect our rights or the rights or safety of third parties;
- with medical professionals, in the event that you require any medical attention while attending a retreat; or
- with your consent or as otherwise disclosed at the time of data collection or sharing.
International data transfers
We do not currently transfer personal data we hold to a country outside the UK. If we do so, we will take steps to ensure that your personal data is protected in accordance with appropriate safeguards, especially where the recipient country is not considered to be adequate under UK law. In particular, we will rely on the appropriate safeguards under data protection legislation, such as standard contractual clauses (or equivalent) approved by the UK Government to protect your personal data.
Keeping personal data secure
We will use technical and organisational measures to safeguard your personal data.
Technical and organisational measures include measures to deal with any suspected data breach. While we seek to use appropriate organisational, technical and administrative measures to protect personal data within our organisation, unfortunately no data transmission or storage system can be guaranteed to be 100% secure. If you suspect any misuse or loss or unauthorised access to your personal data, please let us know immediately by contacting us via this email address: info@seachangeretreats.org.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Data retention
Unless a longer retention period is required or permitted by law, we will only hold your personal data on our systems for the period necessary to fulfil the purposes for which we collected the relevant data, as outlined in this Privacy Notice. The criteria we use to determine the retention period of personal data are: (i) the respective statutory retention period; (ii) our contractual and/or business relationships with you; (iii) (potential) disputes; and (iv) any guidelines issued by relevant regulators. After expiration of that period, the relevant data is routinely deleted, as long as it is no longer necessary for the fulfillment of a contract, the initiation of a contract or to protect or defend our position or that of a third party. If you have any questions about our retention periods, please contact us at info@seachangeretreats.org.
Your rights
You have the following rights in relation to your personal data:
- Right to access – the right to request a copy of the personal data we hold about you at any time,. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
- Right to correct – the right to have your personal data rectified if it is inaccurate or incomplete.
- Right to erase – the right to request that we delete or remove your personal data from our systems.
- Right to restrict our use of your personal data – the right to “block” us from using your personal data or limit the way in which we can use it.
- Right to data portability – under some circumstances the right to request that we move, copy or transfer your personal data.
- Right to object – the right to object to our use of your data in some circumstances, including where we use it for our legitimate interests.
To make enquiries about your personal data, exercise any of your rights set out above, or withdraw your consent to the processing of your personal data (where consent is our lawful basis for processing your data), please contact us via this e-mail address: info@seachangeretreats.org.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during the period for which we hold it.
Links to other websites
Our Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This Privacy Notice does not extend to your use of such websites. You are advised to read the privacy notice, policy or statement of other websites prior to using them.
Cookies
This website may place and access certain cookies on your computer. Cookies are pieces of information that some websites transfer to the computer or device that is browsing that website and are used for record-keeping purposes at many websites. Use of cookies makes web surfing easier by performing certain functions such as saving your passwords, your personal preferences regarding your use of the particular website and to make sure you don’t see the same ads repeatedly. Many consider the use of cookies to be an industry standard.
We use cookies to improve your experience of using our Website. SeaChange Retreats has carefully chosen these cookies and has taken steps to ensure that your privacy is protected and respected at all times.
We will obtain your consent before the Website places non-essential cookies on your computer or other device. When you visit the Website, you will be presented with a message bar requesting your consent to set those cookies. By giving your consent to the placing of cookies, you are enabling SeaChange Retreats to provide a better experience and service to you. You may, if you wish, deny consent to the placing of cookies; however certain features of the Website may not function fully or as intended. You can manage your preferences in relation to cookies at any time in our Cookie Settings page.
This Website may place the following types of Cookies:
| Type of Cookie | Purpose |
| Strictly necessary cookies | These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services |
| Analytical/performance cookies | They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. |
You can find a list of Cookies that we use in the Cookies Settings page.
We have implemented Google Analytics Demographics which uses cookies to gather website visitor data. We use this in order to optimise website content and improve user experience. For more information about how Google Analytics collects and uses data when you use our Website, visit https://www.google.com/policies/privacy/partners/. You are able to opt out of Google Analytics for Display Advertising at any time at https://tools.google.com/dlpage/gaoptout.
You can also choose to enable or disable cookies in your internet browser. By default, most internet browsers accept cookies but this can be changed. For further details, please consult the help menu in your internet browser.
You can choose to delete cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.
It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.
For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.
Changes to this Privacy Notice
This Privacy Notice may change from time to time, for example to take into account changes at SeaChange Retreats or to reflect changes in regulation or legislation. It was last updated on 10 May 2022.
Updates to this Privacy Notice will be posted on this page – please check back from time to time. We will also use reasonable efforts to inform you of any significant changes by email where appropriate.
Contact Us
If you have any questions about this Privacy Notice or the way in which we handle your personal data, you may contact us by email at info@seachangeretreats.org.
You can also contact us at the following address:
SeaChange Retreats CIC
Mor Workspace
Treloggan Lane
Newquay
Cornwall
TR7 2FP
10 May 2022