Arc Adventures Privacy Policy

Last updated: January 27, 2021

Arc Adventures (Activity Residential Camp Adventures Ltd) is a limited company in the United Kingdom.This Privacy Notice explains how we collect information about you, how we use the information we collect, and how you can instruct us if you prefer to change the use of that information.

Arc Adventures provides outdoor residential holidays and activities to school groups, families and individuals in the Brecon Beacons.

We are a data controller in terms of the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018, and are registered with the Information Commissioner’s Office (ICO).

ICO registration Number: (applying for)

Company Registration Number: 10979900

We work in association with the YHA which is also a data controller and a data processor in terms of the General Data Protection Regulation (GDPR). Their privacy policy can be found here.

  1. How we collect your information

    Information about you will be collected by Arc Adventures in a number of ways:

    • When you book accommodation
    • When you check in at our hostel
    • When you book an activity
    • When you join a residential holiday at our hostel through a school or other organisation
    • When you contact us
    • When you use our websites
    • When you interact with us through social media or email
    • When you book our accommodation through contact with YHA
    • When you book our accommodation through third party websites including YHA
    • When you are involved in an accident or incident at one of our properties
  2. What personal information we collect

    Arc Adventures may collect the following types of personal data about you:

    • Name and contact information (address, email and telephone number)
    • Gender
    • Date of birth
    • Payment details
    • Identification details, such as your passport
    • Medical information
    • Names and personal information for other people associated with a booking – we assume that you have their permission to share this information
    • Information relating to your online interaction with Arc Adventures for example the pages you visit on our websites, your IP address, device and browser type, as well as social media interactions
  3. How we use the information we collect

    We use your personal information in the following ways:

    • To confirm and remind you of your reservations
    • To provide the services you have requested
    • To record your interactions with us
    • To provide details of Hostel customers and visitors to NHS contact tracing services on request (see section 9 for more information)
    • Where we have your consent to contact you by email, post, text message or phone with relevant communications about our products and services, such as newsletters, surveys and promotions
    • To personalise the services we offer you through relevant communications, where you have given your consent for this
    • To help inform and improve the relevance of our online advertising
    • To analyse data so that we can better understand customer behaviours, trends and the impact of our activities
    • To record any accidents or incidents that you may have been involved in or witnessed at one of our properties

    We will not pass yourinformation to any other organisation.

    Please also read our Cookie Policy.

  4. How long we keep your information

    We retain your personal information for as long as it is needed to fulfil the service you requested. In some cases we must retain personal data in order to meet our legal obligations for reporting (for example, retaining financial records for up to seven years).

    When your information is no longer required we will delete it securely.

    We may retain information about customers whose conduct has been anti-social or breached our policies, for the purpose of restricting those customers’ future use of our services.

  5. How we keep your information safe

    We follow good security practices (including appropriate technical and organisational measures) in the processing, storage and disclosure of information which you have given us. We monitor your information where practical to do so to check that it is accurate and up to date.

    Our security procedures mean that we will need to confirm your identity before we are able to discuss your membership, bookings or other queries.

    Arc Adventures will never ask you to send online passwords, credit card or bank details by email.

  6. Information about young people

    We welcome children and young people to our hostel, activities and to our online services, and we take extra care when handling information about young people. However, our online bookings and services are intended for users aged 16 years and over, so please do not use these if you are under 16 years old.

    If you provide information to us about children under 16 years old, then you confirm that you are the parent or legal guardian, or have the consent of the parent or legal guardian.

  7. Disclosing your information to other organisations

    The data that we collect from you will be processed in the United Kingdom.

    We may release your information to the police or other authorities where we are under a legal obligation to do so, or where doing so is in your vital interests.

  8. Collecting and sharing data with NHS Contact Tracing Services – in response to COVID-19

    We will collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contract tracing. This information will be collected to support NHS Wales Test, Trace, Protect services.

    By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace services, we can help to identify people who may have been exposed to the Coronavirus.

    As a customer/visitor at one of our Hostels you will be asked to provide some basic information and contact details. The following information will be collected:

    • The names and contact details of all customers and visitors to our Hostel and activities
    • The date of visit and the arrival and departure time

    We will retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out. We will only share information with NHS Test and Trace services if it is specifically requested and will do so securely.

    If you are staying with us, the details of the lead member of your group will already be recorded for the purposes of managing your reservation and as described in this Policy.

    If you are a visitor to the Hostel we will require you to sign in and out as normal but will now ask for a contact number or email address. This information is retained for one month after your visit.

    NHS Test and Trace services will not disclose this information to any third party unless required to do so by law.

    Your information will always be stored and used in compliance with the relevant data protection legislation.

    The use of your information is covered by the General Data Protection Regulations Article 6 (1) (f) – legitimate interests of the venue/establishment. The legitimate interest in this case is the interest of Arc Adventures in co-operating with NHS Test and Trace services in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

    In Wales it is a requirement under regulation 12 of the Health Protection (Coronavirus Restrictions) (No. 2) (Wales) Regulations 2020 for organisations and businesses to collect and retain information for this purpose, and as such it is not possible to opt out.

    You will be refused admission to our Hostel premises if you are unwilling to share your contact details.

  9. Your rights

    You may, at any time:

    • Ask us what information we hold about you and what we are doing with it
    • Request copies of the information we hold about you
    • Ask us to correct your information if it is inaccurate
    • Request that we delete your information
    • Ask us to change the way we process your information
    • Object to our processing of your information
    • Change how we communicate with you

    Requests in writing (email or post) can be sent to the address below. You will be required to prove your identity before a personal data request is actioned.

    If you want to unsubscribe from Arc Adventures emails, you will find an unsubscribe link on the footer of our emails.

  10. How to get in touch

    If you have any questions about this Privacy Notice or wish to exercise your data privacy rights, please contact us as follows:

    Email us:

    Write to us:

    Peter Jeffery,
    Arc Adventures,
    YHA Llanddeusant,
    SA19 9UL

    By phone number: 01550 740452