Craven Pothole Club Ltd processes personal data in line with the UK GDPR and the Data Protection Act 2018. We only collect and use the information needed to manage bookings and provide safe winch descents at Gaping Gill.
When you book through Fienta, Fienta acts as our data processor and Craven Pothole Club Ltd acts as the data controller. Fienta processes booking information on our behalf so tickets can be sold and managed.
Fienta’s privacy policy is included in its e-ticket shop terms of service.
What data do we collect?
We collect information needed to manage your booking, communicate with you, and operate the winch safely. This may include:
- Contact details, such as email address, phone number, address and emergency contact number.
- Booking details, such as names of people descending, ticket types and quantities, purchase and payment status, and time of purchase.
- Safety and operational details, such as age if under 18, car registration if applicable, ticket presentation time, descent time and cave exit time.
Why do we collect and process personal data?
We collect and process personal data to:
- Issue and manage tickets, take payment, prevent repeat ticket use and provide user support.
- Meet legal obligations and improve our service.
- Monitor visitor location and safety, including checking that all visitors have exited the Gaping Gill system before the winch closes.
- Analyse visitor numbers for statistical purposes, using non-personal data only.
To whom is your data disclosed?
We keep personal data confidential and only disclose it where necessary to provide the service, protect safety, meet legal obligations, or where you have given express consent.
- Fienta may access or process personal data when providing ticket booking, hosting, marketing or IT support services for the event.
- Police or rescue services may receive information if we have safety concerns or are legally required to share it.
- Maksekeskus AS handles card or bank transfer payment details. Craven Pothole Club Ltd does not access card or other payment method details.
Data security
We protect personal data against unauthorised access, alteration, disclosure or damage. We:
- Treat all personal data as confidential.
- Limit access to volunteers and contractual parties who need it and are bound by confidentiality obligations.
- Store most personal data digitally using appropriate technical and organisational safeguards.
- Use limited paper records only as a backup on the day of descent; these are kept securely and destroyed after the event.
Please note that internet transmission is never completely secure, so sending information to us is at your own risk.
What are your rights and how can you exercise your rights?
You may withdraw consent at any time where processing is based on consent. Under data protection law, you may also ask to:
- Access, correct or erase your personal data.
- Restrict or object to processing.
- Transfer your personal data.
- Object to automated decision-making, including profiling.
To exercise these rights, contact Craven Pothole Club Ltd as the data controller. We may need enough information to identify you. Some requests can only be met where allowed by data protection law.
If you ask us to restrict, stop or erase processing, this may affect whether we can provide some or all of the service.
You also have the right to complain to the appropriate data protection authority. We will cooperate with relevant regulatory authorities to resolve complaints about personal data.
How long do we store your data?
We keep personal data only for as long as needed to provide the requested services and meet legal requirements. Non-personal data may be kept indefinitely.
Privacy policy terms and changes
By booking a winch descent, you confirm that you have read and accepted this privacy policy.
We may update this policy from time to time. We will post changes on this page and provide a fuller notice for significant changes. We will not reduce your rights under this policy without your express consent.
