Privacy Notice
Last updated April 2025
INTRODUCTION
Thank you for choosing to be part of our community at Coquet Shorebase Trust Ltd. We are committed to protecting your personal information and your right to privacy. We are a UK registered charity (Charity No. 1150215) and a company limited by guarantee registered in England and Wales (Company No. 06577073) with our registered office at The Braid, Amble, United Kingdom NE65 0WU.
If you have any questions or concerns about this privacy notice or our practices with regard to your personal information, please contact us at info@coquetshorebase.org.uk.
This privacy notice describes how we might use your information if you:
- Visit our website at https://www.coquetshorebase.org.uk
- Engage with us in other related ways ― including any sales, marketing, or events
In this privacy notice, if we refer to:
- “Website,” we are referring to any website of ours that references or links to this policy
- “Services,” we are referring to our Website, and other related services, including any activities, courses, equipment hire, sales, marketing, or participation in events.
The purpose of this privacy notice is to explain to you in the clearest way possible what information we collect, how we use it, and what rights you have in relation to it. Our processing of your personal data is governed under the EU General Data Protection Regulation as it forms part of domestic law in the United Kingdom (“UK GDPR”). For the purpose of the UK GDPR, we are a data controller in respect of your personal data.
Please read this privacy notice carefully, as it will help you understand what we do with the information that we collect.
- WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Website or otherwise when you contact us.
The personal information that we collect depends on the context of your interactions with us and the Website, the choices you make and the products and features you use.
The personal information we collect may include the following:
Contact information: We collect information that you provide to us at the time of making a booking and otherwise submitting a request for Services, including your name, address, contact information including e-mail address, gender, occupation, and other details in order for us to provide you with our Services.
Website usage information: We may collect details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise, and the resources that you access. Information relevant to any recruitment process, IP addresses and cookies may also be included.
Payment data. We may collect data necessary to process your payment if you make purchases, such as your payment instrument number (such as a credit card number), and the security code associated with your payment instrument. All payment data is stored by Square and Checkfront. You may find their privacy notice link(s) here: https://squareup.com/gb/en/legal/general/privacy#cookies and https://www.checkfront.com/privacy.
Special categories of personal data: In addition to the above personal information, we may also process special category (sensitive) data with regards to the physical fitness and health of a participant in activities and courses that we offer, which participants provide to us. The purpose of this processing is to ensure that we can monitor a participant’s progress and that participants are suitably safeguarded. This also helps us to ensure that the support is received by appropriate participants.
All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.
Information collected from other sources
In Short: We may collect limited data from public databases, marketing partners, and other outside sources.
In order to enhance our ability to provide relevant marketing, offers and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, as well as from other third parties. This information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or user behaviour data), Internet Protocol (IP) addresses, social media profiles, social media URLs and custom profiles, for purposes of targeted advertising and event promotion to the extent permitted under applicable law.
- HOW DO WE USE YOUR INFORMATION?
In Short: We process your information for purposes based on legitimate business interests, the fulfilment of our contract with you, compliance with our legal obligations, and/or your consent.
We use personal information collected via our Website and otherwise as provided by you for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with you, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.
We may process your personal information, in our capacity as a data controller, in the following ways:
|
Purpose |
Type of personal information |
Lawful basis for processing |
Details |
|
Fulfil and manage your bookings |
· Contact information · Payment data |
· Performance of a contract with you · Necessary for our legitimate interests (to provide our services to you) |
To fulfil and manage your booking, payments, returns, and exchanges in respect of the Services. |
|
Safeguarding participants in our activities and courses |
· Special categories of personal data |
· Protect your vital interests · Performance of a contract with you (if applicable) |
To safeguard and monitor participants in activities or courses, for their well-being. |
|
Administer prize draws and competitions |
· Contact information · Payment data |
· Your consent · Performance of a contract with you (if applicable). |
To administer prize draws and competitions when you elect to participate in our competitions. |
|
Marketing and promotional materials |
· Contact information |
· Your consent. |
To provide you with information, products or services that you request from us or which we feel may interest you including as part of direct marketing, where you have consented to be contacted for such purposes. |
|
To respond to inquiries/offer support to users |
· Contact information |
· Consent · Necessary for our legitimate interests (to respond to your inquiry or request, for customer service satisfaction). |
To respond to your inquiries and solve any potential issues you might have with the use of our Services. |
|
Website management |
· Website usage information |
· Necessary for our legitimate interests (to keep our site updated and relevant, to develop our charitable objectives and to inform our marketing strategy). |
To ensure that content from our site is presented in the most effective manner for you and for your computer and to speed your searches. |
|
Compliance with laws |
· Contact information · Payment data · Website usage information |
· Necessary to comply with a legal obligation. |
To ensure legal compliance, such as responding to a subpoena or court order. |
[We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. [Note to Coquet: We suggest including these paragraphs to give Coquet flexibility if it wishes to change its purposes for processing.]
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.]
- WILL YOUR INFORMATION BE SHARED WITH ANYONE?
In Short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfil business obligations.
We may process or share your data that we hold based on the following legal basis:
We will not share personal information collected from you with third parties for any purpose other than those described above or as necessary to facilitate any other purpose for which you provided it. Your personal information may be shared under the following circumstances: (i) if we are required to do so by law enforcement authorities or government agencies or for other regulatory purposes; and (ii) in connection with investigations or other efforts to prevent illegal activities.
More specifically, we may need to process your data or share your personal information in the following situations:
- Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.
- HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than 2 years.
When we have no ongoing lawful basis to process your personal information, we will either delete or erase such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
- HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Website is at your own risk. You should only access the Website within a secure environment.
- WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or terminate your account at any time.
You have the right to withdraw your consent for us to process your personal data for marketing purposes. You can exercise the right at any time by contacting us at our details set out at Section 11 below.
You also have the right to:
- request access to your personal data;
- request correction of your personal data;
- request erasure/deletion of your personal data;
- object to processing of your personal data;
- request restriction of processing your personal data;
- request transfer of your personal data to you or to a third party.
Our Website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Website. To opt-out of interest-based advertising by advertisers on our Website visit http://www.aboutads.info/choices/.
- CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.
- DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.
California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.
If you are under 18 years of age, reside in California, and have a registered account with the Website, you have the right to request removal of unwanted data that you publicly post on the Website. To request removal of such data, please contact us using the contact information provided below, and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed on the Website, but please be aware that the data may not be completely or comprehensively removed from all our systems (e.g. backups, etc.).
- DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
- HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO), Coquet Shorebase Trust, by email at info@coquetshorebase.org.uk, by phone at +44 1665 710367, or by post to:
Coquet Shorebase Trust
The Braid
Amble, Northumberland NE65 0WU
United Kingdom
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before your approach the ICO so please contact us in the first instance.
- HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please submit a request form by clicking here.