Privacy Policy

Summary:

This policy sets out the details of what client data Wellness Walks keeps a record of, how that data is used, how it is stored and the rights clients have in relation to that data.

We also detail any sharing of data that we are required to do in the operation of the services we supply.

Personal Data:

Participants can register on our website via a Username, email address and a password they choose. Additional information can also be voluntarily submitted, it is the same as the course requirement information listed below.

When participants book a course or day out with Wellness Walks we will ask for the following:

• First name
• Last name
• Date of birth
• Email address
• Telephone Number
• Postcode
• Age
• Gender
• Emergency Contact Name and Phone
• Number
• Relevant health, medical, disability, access, dietary, medication or safeguarding information where this is needed to help us deliver an activity safely and inclusively.
• Attendance information, booking history, course participation, volunteer records, questionnaire responses, feedback, photographs, video, testimonials or case studies where relevant.
• Photo permission

Use and sharing of data:

If you purchase a service or item from our website this transaction is handled via a secure third party such as your bank, Stripe, Paypal or TryBooking and Wellness Walks have no access to your financial information. These services may collect personal data, including transactional data and device identification, through the use of cookies and similar technologies. This information is utilized by them to enhance and maintain the services they provide, encompassing fraud detection, loss prevention, authentication, and performance analytics. 

Further information on our third-party service providers privacy policies can be found at:

• • Contacting your own bank
  • Stripe
  • Paypal
  • Trybooking

Wellness Walks uses secure digital systems to manage bookings, participant information, volunteer information, course delivery, safeguarding, emergency contact information, reporting and communication. These systems may include our website, booking platforms, payment providers, Google Workspace, email systems and carefully selected third-party service providers.

Where these organisations process personal data on our behalf, they do so as data processors under appropriate contractual terms. We only allow access to personal data where it is necessary for the delivery, administration, safeguarding, evaluation or legal governance of our services.

We may collect relevant health, access, disability, emergency contact or safeguarding information where this is necessary to help us deliver activities safely and inclusively. This information is treated with additional care and is only shared with staff, volunteers, instructors, subcontractors or emergency services where there is a legitimate need to know.

For reports to funders, partners, trustees or stakeholders, we use anonymised or aggregated information wherever possible. We do not include identifying personal data in reports unless we have a clear lawful basis or the individual’s explicit permission, for example for a case study, testimonial, photograph or video.
There are also specific situations where we may need to share relevant personal data with external organisations in order to deliver courses, qualifications or recognised training. These may include:

• Mountain Services, where they support the provision of courses or specific training.
• Mountain Training UK, where this is required for qualification-based Mountain Training courses to be registered or recognised.
• First Aid Awards, including Nuco Training Ltd, where this is required for qualification-based First Aid courses to be registered or recognised.

• Freelance instructors, tutors, walk leaders, paddlesport instructors and other delivery partners, where they are working with us to deliver Wellness Walks activities. We only share the information they need to keep people safe, supported and properly included, such as participant names, contact details, emergency contact details, relevant medical or access information, safeguarding information where appropriate, and attendance information.

• Google Cloud / Google Workspace, which we use to securely manage our operational records, including participant, volunteer, course, booking, safeguarding, reporting and communication information. Google processes this information on our behalf as a data processor under appropriate contractual terms.

Use of Artificial Intelligence (AI) systems

Artificial intelligence tools may be used by Wellness Walks to support drafting, planning, content creation, coding, website development, administrative work and the development of internal systems. We do not intentionally enter identifiable participant, volunteer, health, safeguarding, emergency contact or casework information into AI tools unless this has been specifically assessed, is necessary, lawful and proportionate, and appropriate data protection safeguards are in place. Where we use AI to support our work, we use anonymised, pseudonymised or example information wherever possible.

Legislation:

Wellness Walks stores and processes data in accordance with the UK GDPR and the Data Protection Act 2018. For the purposes of the Act Wellness Walks charity number (England & Wales) 1209744, (Scotland) SC054012 is registered with the Information Commissioner’s Office as a Data Controller.

We process personal data where this is necessary to provide our services, manage bookings, communicate with participants and volunteers, deliver activities safely, meet legal or safeguarding responsibilities, administer the charity, and report on our work. Depending on the context, our lawful basis may include legitimate interests, contract, consent, legal obligation or vital interests. Where we process special category data, such as health, disability, access or safeguarding information, we only do so where this is necessary, proportionate and supported by an appropriate condition under UK GDPR. However:

• Wellness Walks will use data fairly and lawfully and for limited specifically stated purposes, and not further processed in any manner not compatible with that purpose.
• The data will be used in a way that is adequate, relevant and not excessive, accurate and kept up to date if appropriate and will be handled according to Data Protection rights.
• The data will not be retained for longer than is necessary and will be securely deleted as appropriate in relation to the purpose for which the data has been collected.

You and your data:

At any time clients can request from Wellness Walks:

• You can request the deletion of your details from our records. In some cases, we may need to retain certain information where this is required for legal, safeguarding, insurance, financial, regulatory or legitimate operational reasons.
• Clients can delete their own records from our website.
• Clients can request details of the information we hold that pertains to themselves.
• We will inform affected individuals where we experience a personal data breach that is likely to result in a risk to their rights or freedoms, in line with our legal obligations.
• This policy does not replace any rights you have in applicable law (England & Wales) Due to the nature of our activities there may occasionally be an unavoidable delay.

Date & Review:

This policy was reviewed and amended on 13-05-2026. Changes included updated wording on Google Workspace, third-party data processors, and the use of AI systems. Wellness Walks will review this policy periodically, and specifically if our offering changes or if there are revisions to applicable law.