Privacy Policy
Effective Date: September 19, 2025
At The Climbing Experience (we, us, or our), we are committed to protecting your privacy and ensuring transparency in how we handle your personal data. We operate an indoor bouldering and climbing facility located at Unit G13 Baltic Wharf, St Peter’s Street, Maidstone, ME16 0ST, United Kingdom. Our services include bouldering sessions, coaching academies for children (Academy Primary and Junior), Fun Wall parties, memberships, passes, and related fitness activities. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, book services, or interact with us.
We process personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. As a small business, we act as the data controller for the personal data we process. If you have any questions about this Privacy Policy, the data we hold on you, or wish to exercise your data protection rights, please contact us at the details below.
This policy was last updated on September 19, 2025. We may update it from time to time—check this page for the latest version.
For details on our use of cookies and similar technologies, please see our Cookie Policy.
1. Information We Collect
We collect personal data to provide and improve our services. The types of data we may collect include:
| Category | Examples | How We Collect It |
|---|---|---|
| Contact Information | Name, email address, phone number | Provided directly by you (e.g., when booking a session or subscribing to newsletters) |
| Booking and Payment Data | Booking details (e.g., session dates, party sizes), payment information (e.g., card details processed via third-party gateways like Stripe) | Collected during online bookings or in-centre registrations |
| Identity and Demographic Data | Age, date of birth (for under-18s or coaching eligibility), emergency contact details | Required for safety and participation (e.g., parental consent for children's academies) |
| Usage Data | IP address, browser type, pages visited, time spent on site | Automatically collected via website analytics (e.g., Google Analytics) |
| Marketing Preferences | Opt-in status for emails about promotions or events | Obtained through consent forms or website interactions |
We do not collect sensitive personal data (e.g., health information) unless you voluntarily provide it for specific purposes, such as accessibility accommodations, in which case we process it only with your explicit consent.
2. How We Use Your Personal Data
We use your personal data for legitimate business purposes. Our main uses include:
Providing Services: To process bookings, manage memberships, and facilitate events like Fun Wall parties or coaching sessions (legal basis: contract performance).
Communication: To send confirmations, updates, or safety reminders (legal basis: contract performance or legitimate interests).
Marketing: To send promotional emails about new sessions or offers, only with your consent (legal basis: consent). You can opt out at any time.
Analytics and Improvement: To analyse website usage and improve our facilities (legal basis: legitimate interests).
Legal Compliance: To comply with health and safety regulations or respond to legal requests (legal basis: legal obligation).
We minimize data collection to what is necessary and only retain it as long as needed (e.g., booking data for 6 years for accounting purposes).
3. Legal Basis for Processing
Under UK GDPR, we process your data on the following bases:
Consent: For marketing emails or optional analytics.
Contract: For fulfilling bookings or memberships.
Legal Obligation: For safety records or tax compliance.
Legitimate Interests: For site analytics, fraud prevention, or business improvements, balanced against your rights.
You have the right to withdraw consent at any time (see Section 7).
4. Sharing Your Personal Data
We do not sell your personal data. We may share it with trusted third parties who help us operate, such as:
Service Providers: Payment processors (e.g., Stripe), booking platform (Beta), email tools (e.g., Mailchimp), or analytics providers (e.g., Google—see their privacy policy).
Professional Advisors: Accountants or legal advisors for compliance.
Authorities: If required by law (e.g., health and safety regulators).
All third parties are bound by data protection agreements. Data may be transferred within the UK or EEA; for any transfers outside (e.g., to US-based Google), we use safeguards like Standard Contractual Clauses.
5. Data Security
We use reasonable security measures (e.g., encryption, access controls) to protect your data from unauthorized access, loss, or misuse. However, no system is completely secure—contact us if you suspect a breach.
6. Data Retention
We retain personal data only as long as necessary:
Booking data: 6 years (for legal/tax reasons).
Marketing data: Until you withdraw consent or unsubscribe.
Analytics data: Up to 26 months (via Google Analytics).
After this, we securely delete or anonymize it.
7. Your Rights
Under UK GDPR, you have rights regarding your personal data:
Access: Request a copy of your data.
Rectification: Correct inaccurate data.
Erasure: Request deletion (subject to legal obligations).
Restriction: Limit processing in certain cases.
Objection: Object to processing based on legitimate interests.
Portability: Receive your data in a structured format.
Withdraw Consent: For consent-based processing.
To exercise these rights, email us at info@theclimbingexperience.co.uk. We respond within one month (free of charge, unless requests are excessive). You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or +44 303 123 1113.
8. Children's Privacy
Our services include programs for children (ages 5-16). We do not knowingly collect data from children under 13 without verifiable parental consent. Parents can contact us to access, delete, or manage their child's data.
9. International Users
Our site is UK-based and primarily for UK visitors. If you access from outside the UK, your data is processed under UK law.
10. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or laws. We'll notify you via email or our website. Continued use after changes implies acceptance.
Contact Us
For privacy questions or requests:
Phone: 01622 677 977
Address: The Climbing Experience, Unit G13 Baltic Wharf, St Peter’s Street, Maidstone, ME16 0ST, United Kingdom
Data Protection Contact: Same as above (we do not have a dedicated Data Protection Officer).
Thank you for trusting us with your data as you climb with us! 🧗♂️