1. About this Privacy Policy
1.1 Who Are We?
We are Tile Farm Off Road (“TFOR”, "we", "us", "our"). Our head office address is Tile Farm Off-Road, Tile Farm (Ardens), Wicker Lane, Guilden Sutton, Chester, CH3 7EL, UK. You should address any enquiries about our use of your personal data by post or by email at contact@tilefarmoffroad.com or Tile Farm Off Road Limited, Tile Farm, Wicker Lane, Guilden Sutton, Chester. CH3 7EL.
1.2 How to use this privacy policy
Please read this Privacy Policy carefully as it sets out how TFOR collects and uses personal information about you, according to the General Data Protection Regulations (GDPR) and is regularly reviewed. This privacy notice was last updated on 1st September 2022. Please check these pages from time to time to ensure you are aware of any updates that we may make, and that will take effect as soon as they are made.
1.3 What this notice covers
This policy covers the personal information we may hold about you, however we obtain it. We collect information at different points during our relationship with you. For example, when you browse our website https://www.tilefarmoffroad.com/ (the "Website"), sign up to receive marketing, make a booking for one of our activities (“services”) or sign a disclaimer at site when you participate in any activity. This privacy notice does not cover the links within the website to other websites and we encourage you to read the privacy statements on other websites you visit.
1.4 What is meant by 'personal data'?
Personal data means any information relating to an individual which can identify them, directly or indirectly. It includes a wide range of identifying information such as name, email address, postal address, mobile number, location, IP address and so on.
2. Reasons why and how we use your personal data
This privacy notice tells you what to expect when TFOR collects your personal data. We will tell you what information we collect, why we use it, how long we will keep it and who we share it with. The notice applies to information we collect about you when you engage with us, including in any of the following ways:
2.1 When You Use Our Online Channels
TFOR has a website and several social media channels that you can visit and engage with, including Facebook, Instagram, YouTube and Google. Through our website you can find out about all the different TFOR adventures. The scenarios below explain how we collect and use your data when you use our online channels in these ways.
2.1.1 Browsing our website
What information do we collect?
We collect information about your computer such as browser, network location, type of connection and device, IP address. This is done using cookies.
Why and how do we use it?
The type of information gathered is to determine how the website is working and enable us to improve its information and functionality to continuously improve the user experience to our website users. We sometimes use the information to display a TFOR advert to you whilst you are visiting other websites that offer this service. We also analyse the data collected in an anonymised way; looking at the overall usage and trends through reporting and analysis.
Where do we look after it?
We keep the information on servers operated by our hosting provider and with our analytics provider which is based in the US but compliant with Europe’s data protection legislation under the Privacy Shield programme.
Who do we share it with?
This data is for our own use and we do not share it further.
How long do we keep it for?
Most of the data is collected as part of our analytics service and we have agreed with our provider to keep the data on an ongoing basis. In addition, each cookie type retains information for a different length of time.
2.1.2 Engaging with our Social Channels
What information do we collect?
We collect information about your engagement with us on our social media sites, such as Facebook, Instagram, YouTube and Google.
Why and how do we use it?
When you respond to one of our adverts or posts by clicking a link that takes you to our website, we track that activity from a special cookie or tag that the social media platform uses and reports to our analytics tool. We collect this information to help us understand the success of our advertising, the type of content and information you like, and other social activity, which helps us plan future campaigns and communications of interest to our target customers.
We analyse the data collected in an anonymised way; looking at the overall usage and trends that the collective data provides through reporting and analysis.
Where do we look after it?
We keep the information on servers operated by our hosting provider, and with our analytics provider which is based in the US but compliant with Europe’s data protection legislation under the Privacy Shield programme.
Who do we share it with?
The analytics data is for our own use and we do not share it further.
How long do we keep it for?
Most of the data is collected as part of our analytics service and we have agreed with our provider to keep the data on an ongoing basis. In addition, each cookie type retains information for a different length of time.
2.1.3 Requesting a Quote
What information do we collect?
When you request a quote from us using a web form, or by phone, you give us your name, age, email and phone number as part of your enquiry.
Why and how do we use it?
We will use this information, combined with the other information you gave us (company, activity ect.) to put together an adventure that we think will suit your needs and to provide you with the quote for this.
Where do we look after it?
Your information will be stored in our booking system and customer database.
Who do we share it with?
The data is for our own use and we do not share it further.
How long do we keep it for?
We will keep your data for seven years following our last communication with you, after which your details will be deleted from our systems. The exception to this is if you have chosen to become a member of our practice track. You can request to have your membership/details removed at any time via the postal address or email address provided above.
2.1.4 Buying a Gift Voucher
When you buy a gift voucher, you will follow the same online purchase process as in the ‘2.2 Make a Booking’ section below.
2.2 Making a Booking
What information do we collect?
When you make a booking with us, whether online or by phone, we require certain personal information to deal with your booking. The following is generally required as minimum: name, email address, phone number, postal address, and payment card details or information relating to your company for group bookings. If you have any additional needs, you may need to provide more information.
Why and how do we use it?
The information we request from you is required to finalise your booking including taking your payment, and to ensure we can provide your activity. If you require additional physical assistance to access and enjoy the activities we offer, the extra information you give to us will help. It also helps us to comply under equality legislation.
Where do we look after it?
We keep your information in our booking system and customer databases, any payment information is handled and operated by our hosting providers.
Who do we share it with?
We will share certain details with other companies that we work with under contract to process your payment and fulfil your booking, such as with our payment partner.
How long do we keep it for?
We keep your details for a minimum of seven years after your TFOR activity.
2.3 when you visit a TFOR adventure site
You can make a booking for any of our TFOR adventures on our website or by phone. Before you can take part in your TFOR adventure, you will need to sign a disclaimer, possibly more than one if you have additional support needs. Sometimes we may ask your permission to take photos and video footage of you experiencing your TFOR activity for use in our marketing. If you are involved in an accident or incident, we have a process that we need you to follow, which will include the potential collection of additional information.
2.3.1 Agreeing to having your photo taken
What information do we collect?
If you give your consent to having photos or video taken, we will ask for the following information: name, email address, mobile number, signature and whether you are under 18 or not. For children under 18, we will collect these details for the parent/guardian of each child, plus the name of the child(ren).
Why and how do we use it?
We may use these images across our full range of marketing and media channels and applications which promote and publicise TFOR. This may include but is not limited to, digital and print content and materials such as our website, blog, social media, posters, advertisements, email content, leaflets and other publicity materials.
Footage and images will not be used in conjunction with any other information that could identify you unless we have gained your express permission beforehand. Such instances could include for a press article which may name you, or as a competition winner on a social media channel.
If you share your photographs of your experience with us by “tagging us” via social media we may share them on our main pages for marketing purposes.
Where do we look after it?
We keep all media that we are actively using on servers operated by our hosting provider. Once we stop using the photos and video, we will destroy most of it but will keep selected footage that we used as a historical archive on the same servers.
Who do we share it with?
We will not sell the images but may share them with third parties, as may be needed in the production and dissemination of our marketing materials, such as designers, printers, advertisers, journalists, third party re-sellers. We may also share them with other companies and organisations with whom we engage in joint promotional activities, such as suppliers of other leisure services or products. Images used on our social media channels may also be shared by our active followers. It is possible that other third parties will take and use images on our website or other digital channels without our permission – that’s just the nature of the web.
How long do we keep it for?
TFOR aims to actively use images for up to 10 years. Again, due to the nature of the web, some images may remain ‘out there’ for longer. We may also keep images that have been used in marketing activity in our archive library as a historic record of our brand and promotional development and these may remain indefinitely.
2.3.2 Risk Acknowledgment and Disclaimers
What information do we collect?
When you book a TFOR adventure with us, you will be asked to read and sign a Risk Acknowledgement and Disclaimer for each activity, providing your name, age and signature. A parent, guardian or carer must sign for each child under 18 years of age that they are supervising.
Why and how do we use it?
We ask for this information to ensure you have read and understood the risks of taking part in the activity, as they can all be dangerous if instructions and safety measures are not followed. The forms are used in the event of any claim and helps improve safety standards by tracking any accidents, should they occur.
Where do we look after it?
We save the information on the paper form you signed and keep it in onsite.
Who do we share it with?
We do not share this information unless you have an accident whist at a TFOR site or other issue that needs to be investigated in which case we may need to share the form with, for example, parents of a child you were supervising, our solicitors or insurers, or other agencies as may be required by law – see ‘Sharing due to legal requirements’ section below.
How long do we keep it for?
Forms will be kept for a period sufficient to cover Limitation Act claims. Consequently, most forms will be kept for four years. Those relating to individuals under the age of 18 may be kept until they are 24 years of age.
2.3.3 Medical Disclaimers
What information do we collect?
When you book a TFOR adventure with us, if you have any pre-existing medical conditions or needs that impact your ability to safely take part in the activity, you will be asked to read and sign an additional disclaimer. In each instance we will collect your name and signature, but some forms require additional information. Each child under 18 years of age must be signed for by either a parent, guardian or carer, dependent on the disclaimer.
Why and how do we use it?
We issue disclaimers for the following:
Existing physical injury or condition - If you have a pre-existing injury or condition but still wish to and are suitable to take part in an activity, we will ask you to sign a form declaring this including providing details of the injury or condition.
Hearing impaired - If you have hearing difficulties, we will agree with you any additional adjustments to the safety brief to assure your safety and will ask you to sign a form agreeing to follow these rules.
Additional needs - If you have a medical or physical disability, we will ask you to declare the needs which are to be accommodated. We may agree to provide you with additional assistance or increased supervision and will ask you to sign a form agreeing to this. In some cases, a particular medical need may not be covered under our insurance so you would be unable to take part in the activity. This is likely to be discussed at the time of booking if the information is shared with is then.
We ask for this information to ensure you have read and understood the additional risks of taking part in the activity. This is a legal requirement to ensure:
· we have brought the risks to your attention.
· where appropriate we have devised additional support in accordance with your specific conditions.
· you have understood and accepted any additional risks and agree to any additional rules and support.
The forms are used in the event of any claim and to help improve safety standards by tracking any accidents, should they occur.
Where do we look after it?
We save the information on the paper form you signed and keep it in onsite.
Who do we share it with?
We do not share this information unless you have an accident whist at a TFOR site or other issue that needs to be investigated, in which case we may need to share the form with, for example, medical personnel if you need medical attention, our solicitors or other agencies as may be required by law – see ‘Sharing due to legal requirements’ section below.
How long do we keep it for?
Forms will be kept for a period sufficient to cover Limitation Act claims. Consequently, most forms will be kept for four years. Those relating to individuals under the age of 18 may be kept until they are 24 years of age.
2.3.4 Accidents and Incidents
What information do we collect?
If you have an accident whether causing injury or not, we will collect details on a form about the event including at minimum your name, age, gender, address, phone number and the same for the adult who was supervising you and any other customers involved but not injured.
Similarly, if you are involved in an incident, we will collect your name, age, gender, address, phone number.
It may also be necessary to take injury details, witness statements and photographs to document what happened.
Why and how do we use it?
We will collect this information so that we can comply with our policies and any legal requirements to investigate what happened, ensure our first aider and any other medical professionals tending to you can provide you with the appropriate care, and take any other administrative actions required. It is required by law to keep a record of accidents and treatment, and to register attendance by a medical professional. The forms are also used in the event of any claim and to help improve safety standards by tracking any accidents, should they occur.
Where do we look after it?
We transfer the information on the paper form to an online database operated by our hosting partners as soon as possible and destroy the paper copies. On occasion, some paper copies are moved to our central storage facility, together with any disclaimers you would have signed.
Who do we share it with?
We do not share this information unless with, for example, medical personnel if you need medical attention; our solicitors or other agencies as may be required by law – see ‘Sharing due to legal requirements’ section below.
How long do we keep it for?
We keep the information in case there is a claim about the cause of the accident and/or the treatments received. information will be kept for a period sufficient to cover Limitation Act claims. Consequently, most forms will be kept for six years. Those relating to individuals under the age of 18 may be kept until they are 24 years of age.
2.4 Other reasons you may share personal information with TFOR
2.4.1 Applying for a job
What information do we collect?
If you apply for a job with TFOR, you will you will be prompted to email us, giving us at a minimum your name and email address along with your CV including previous job titles and places of employment.
Why do we collect and use it?
We need this information so that we can assess your suitability for the role you apply for and so that we can invite you for interview if your application is successful.
Where do we look after it?
We keep your information in our servers operated by our hosting partners.
Who do we share it with?
We do not share your information further.
How long do we keep it for?
We will keep your details for 12 months from the date of application. If you are successful and come to work with TFOR, you will be advised of how your personal data will be used and stored during the offer process.
3. Storing and Sharing your Personal Information
3.1 Where we store your personal data
The data that we collect from you will always be stored on our secure servers or those of our service providers. Unless otherwise stated in the individual scenarios in Section 2 above, it will be stored within the EEA*.
However, some of our providers are based in the US or other countries outside of the EEA which may have lower standards of protection for personal data than Europe enjoys. So, if your information does go outside of Europe we will transfer and store it with partners that are either signed up to the Privacy Shield (US companies) or have agreed to contractual terms that we set – in all cases they will be compliant with European data protection legislation.
* EEA is the European Economic Area which includes EU, EFTA (European Free Trade Association = Iceland, Norway, Switzerland, Liechtenstein).
If you want to know more about how we keep your data secure when it is transferred internationally, please contact by email to contact@tilefarmoffroad.com
3.2 Sharing due to legal requirements
In some circumstances, we may have to disclose your personal information by law, because a court or the police or other law enforcement agency has requested it using the appropriate channels. This includes but is not limited to enforcement authorities for the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations, the Health and Safety at Work Act 1974, and any other necessary regulations as part of an enforcement visit or investigation.
3.3 How long do we keep your information?
We only hold your personal information for as long as is necessary for the reason you provided it to us, as per the processing scenarios described in the sections above. In some cases, there are statutory obligations or industry best practise reasons that dictate the length of time for which we will hold your information. For example, if you make a complaint or feel you may have a legal claim against us, then we will hold your information for the duration of any statutory limitation period associated with such incidents.
4. Security
We are committed to ensuring that your information is safe and secure whilst under our control to protect against loss, unauthorised disclosure or access. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. All information you provide to us is stored on our secure servers or those of our service providers and any payment transactions will be encrypted using SSL technology.
If at any point you suspect or become aware of a security incident (for example you receive suspicious communication from someone purporting to be a TFOR employee or affiliate), please forward the communication to us or report it by email to contact@tilefarmoffroad.com or in writing to Tile Farm Off Road Limited, Tile Farm, Wicker Lane, Guilden Sutton, Chester, CH3 7EL, UK.
If you have been the victim of a fraudulent transaction, please always contact the police and/or your bank in the first instance to ensure your own finances are secure.
5. Your rights over your information
Under the GDPR which came into force in May 2018, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.EEA/for-the-public/is-my-information-being-handled-correctly
5.1 Access to your information
TFOR tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you, we will:
give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to the email or postal addresses provided below.
We will try to deal with your request informally in the first instance, for example by providing you with the specific information you need over the telephone.
5.2 Changes to your information
If your details change, or if you think that any of the information that we have about you is incorrect or incomplete, please write to us with any changes you would like made at the contact details below
Similarly, if you would like to object to any ways in which your data is being processed including removing your consent for marketing, contact us at the details below.
5.3 Removing your consent for use of images
You can withdraw the consent you gave for us using your image at any time. For children whose parents/legal guardian gave permission on their behalf, when they turn 16, they have legal rights over this data and will have the right to revoke the consent themselves. To withdraw your consent email contact @tilefarmoffroad.com or in writing to Tile Farm Off Road Limited, Tile Farm,, Wicker Lane, Guilden Sutton, Chester, CH3 7EL, UK.
We will stop using your images as soon as reasonably possible but note that images used for web-based promotions may remain indefinitely.
5.4 Queries and Complaints
TFOR tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate, or if you do not think that we have processed your data in accordance with this notice. We would also welcome any suggestions for improving our procedures.
Although it may seem lengthy, this privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of TFOR’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us:
By email at contact@tilefarmoffroad.com
By post: Tile Farm Off Road Limited, Tile Farm, Wicker Lane, Guilden Sutton, Chester, CH3 7EL, UK.
We will endeavour to respond to your enquiry within five working days but may take 30 days to investigate and resolve your concern. If your query will take longer than this to investigate and resolve, we will let you know how long it will take.
If you are not satisfied with our response, you can refer the matter to the Information Commissioner’s Office (ICO). Information about how to do this is on the ICO website at www.ico.org.uk