Last updated: 21st May 2018
At RW Travel & Events Ltd. (of which Choose a Challenge is a trading name), we recognise that your privacy is of vital importance. We endeavour to protect all of our user’s information through compliance with the Regulation (EU) 2016/679 (General Data Protection Regulation), the Data Protection Act 1998 and the Electronic Communications Regulations 2003.
References to 'Choose a Challenge', including 'we', 'us' and 'our', refer to RW Travel & Events Ltd. (UK company no. 06709179), under its trading name Choose a Challenge.
What information do we collect?
Choose a Challenge may hold data relating to you from a number of sources - for example, we will hold personal data about you if you registered onto one of our trips, subscribed to a newsletter, attended an event, or applied for a job.
What information we hold about you will depend on how you have interacted with us, but may include:
your name, date of birth, email address, physical address, phone number, passport details, medical information, dietary requirements, travel insurance details (as applicable);
sensitive personal data including medical information and dietary requirements (for participants on our challenges only);
information about which of our products and services you have purchased from us or enquired about in the past, together with any additional information relevant to your bookings or enquiries; and:
any additional information provided to us by yourself, partners or third parties, including publicly available sources.
When you register with us, you agree that any information you provide to us about yourself upon registration or at any time is true.
How do we collect your information?
Much of the information we receive about you is directly from you yourself, when you make a booking, request information from us, register your interest, attend an event, enter a competition, use our website, or connect with us via social media.
We may also receive information about you from third parties with whom you have interacted in relation to your booking or registration of interest with us, including partner charities, ground suppliers and social media channels.
Why do we collect, use, hold and disclose your information?
When you provide Choose a Challenge with your personal information such as your name, mobile number, email address, medical information or passport details, we may use such information to:
respond to your enquiries;
make bookings on your behalf;
manage our relationship with you, including itinerary correspondence and complaint handling;
send you email newsletters about our trips or other information that you request;
process your job application;
administer goods/services associated with your registration.
Web-based behavioural data collected via cookies is used to optimise our web-based products including social media, website and listings.
Occasionally, we may use your contact information to re-market our products to you, such as via mailing list.
How do we hold your information?
If you are a participant on one of our challenges, the information you provide to us, as well as any communications you make with us as part of our CRM will be stored securely on our registration system at registration.chooseachallenge.com. The registration system uses https:// to ensure that communications between our servers and your computer are encrypted. For insurance and commercial reasons, we retain personal data from our participants for 7 years after their challenge finishes.
Third party platforms and software which we may use may include, but may not be limited to, cloud-based storage platforms, advertising platforms, integration services and CRM software.
Who might your information be shared with?
Where you provide your information upon registration to one of our challenges, we will disclose limited personal information to relevant third parties in order to provide you with the services you have purchased.
This may include your chosen charity and the ground suppliers relevant to your trip, some of whom may be in third countries outwith the European Union (EU). In this case, your personal data will only be shared with suppliers relevant to your own booking, in the country that your trip is due to take place.
This also includes providing airlines and suppliers with the data required to make bookings on your behalf (such as medical requirements or dietary requirements), or providing charity partners with your name and contact information to support your fundraising.
We may also provide sufficient personal information to identify your participation in the program to your university, Student Union or challenge leader. However, sensitive personal information such as medical information or dietary requirements will not be shared with universities, charity partners, Student Unions or fellow students.
If you submit your information to us at an event such as an information meeting or freshers’ fair, your data will be shared with the charity partner associated with the challenge event to which you have expressed your interest. Data captured in this way will be limited to contact information and limited other information such as your university halls, but will not contain any sensitive categories of data.
Your preferences and rights
Under the terms of the Regulation (EU) 2016/679 (General Data Protection Regulation), you have the right to:
view the personal data we hold about you, at any time, for any reason, in a commonly used electronic format (free of charge in the first instance);
request to make changes to your personal data as held by us;
request to see how and where your data is stored, and for how long;
object to specific data uses, as described above and revoke your consent to usages of your personal data;
request the transfer of your data electronically to a third party;
request deletion of your personal data from our records.
Where you have provided your personal information to Choose a Challenge as a result of a completed trip registration, you may also receive other mailings relating to Choose a Challenge that may be of interest to you, unless you have indicated your wish not to receive such content by opting out.
Opportunities to opt out are presented with each new communication (e.g. as an 'Unsubscribe' button on an email).
If we have collected your data via means other than a completed trip registration (in which case our control over your data is required to fulfil our contractual obligations to you), then we will provide you with a positive opt-in, to give you genuine control over your data. In these cases, we will not use your data without your positive consent.
If you produce an erasure request whilst still a participant, we will be unable to fulfil our contractual obligations to you without certain categories of data. In this case, we will offer you the opportunity to cancel your space on the trip (subject to our standard Cancellations procedure) and will be able to remove your data after this.
If you decide at any time that you no longer wish to receive marketing communications from Choose a Challenge, we will always respect your wishes and will remove you from our mailing list or update its records; please inform us by email: firstname.lastname@example.org.
Our legal basis for controlling personal data of participants on our travel packages is to allow us to fulfil our contractual obligations to our participants.
Where contractual obligations are not relevant - for example, pertaining to data collection through registration of interest, job applications, competition entries, and web logs - we process data in pursuit of our legitimate interests to support our vision to be a leading travel provider for young people.
Where data is collected at events, or through applications, competitions, or newsletter subscriptions, we also seek your consent to send you communications. You may revoke consent at any time.
Data Protection Officer
The Company's Data Protection Officer is responsible for monitoring compliance with relevant data protection legislation and can be contacted at email@example.com.
You can also contact the Data Protection Officer if you have any queries or concerns about the Company's processing of your personal data, or to request updates to, or removal of, your data.
You also have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk/concerns.