Privacy & Data Protection Policy
At Black Frog Divers we respect your rights to privacy and believe it is important to both of us to know where we stand.
The following notes inform you of what data collect, why we collect it, how you can check / edit / ask for it to be deleted and how long we hold it for. If you have any doubts or concerns at all please do not hesitate to e-mail, post or telephone us as detailed on our Contact Us page.
How to contact us
We can be reached via e-mail, post or telephone as detailed on our Contact Us page.
European Data Protection – GDPR Rules
You can learn more regarding the General Data Protection Rules (GDPR) at European Commission Data Protection Rules.
What Data Do We Process?
For booking request we typically ask for your name, e-mail address & a telephone number.
The reason we ask for these is so that we have a record of who you are, so we can refer back to your inquiry if you need any further information and can e-mail a respond to your inquiry.
We also ask what advertising media you saw us in and which month you are looking to book for, as this helps us plan how effective our advertising is.
For an availability inquiry we typically ask for your name, e-mail address & a telephone number.
The reason we ask for these is so that we have a record of who you are, so we can refer back to your inquiry if you need any further information and can respond to your inquiry.
We also ask for the dates you are looking for and the numbers of adults and children, the age and the health conditions.
The reason we ask for these is so that we can prepare a full detailed no obligation quotation for you.
For bookings we typically ask for the lead client name, e-mail address, telephone number, as well as the dates you are looking for, the accommodation required and numbers of adults and children.
The reason we ask for these is so we can administer your booking, send you confirmation letters, invoices, transfer details etc and any other information relevant to your inquiry and booking.
We may also use your e-mail or address contact details to tell you about important changes to your booking or inquiry, the website and its functionality, or other information we feel relevant to your inquiry or booking.
We also ask for everyone’s ages, any medical issues, heights and weights.
The reason we ask for this is as for some scuba diving activities, the minimum age is 12, underlying medical conditions partly so we have a record also as some activities have medical restrictions.
We ask for heights and weights for some activities.
The reason we ask for this is so we can pre-book and reserve activity equipment such as wet suits in the correct size for you.
We ask for a valid telephone number.
The reason we do that is because occasionally e mails get diverted to the recipients “spam” or “junk mail” folders as they are sent as attachments to a covering e-mail.
Persons who supply us with their telephone numbers either on-line or on the booking form will only receive telephone contact from us with information regarding inquiries, availability requests or bookings they have placed on-line.
We do not indulge in “cold call” telephone marketing techniques.
We occasionally send e-mail newsletters, which contain news, information or offers which we feel will be of value. These are only occasional mailings, but never the less if you do not want to receive them, simply let us know by either using the unsubscribe link provided on the email, contacting us at the address given in our contact details, or if you wish to change your options you can do at communication options.
We have never, and never will, sell or disclose your e-mail address, telephone number or other personal information to any third party for marketing purposes.
We need to share your name, date of birth and address with our company accountants and the relevant taxation and legal authorities when requested and with PADI for the registration and for license matters.
The reason we need to do this is for accountancy purposes, legislative reasons and licenses release.
We need to share your name as well occasionally age, height, weight, shoe size, medical issues, food / diet allergies with other third party activity operators we work with.
The reason we need to do this is to ensure the correct size of certain activity equipment is reserved for you (for example wetsuit sizes) as well as ensuring guides and instructors are aware of any potential issues or assistance needed (for example reduced mobility, allergies, etc).
For guided dive: we retain client data for the minimum amount of time that is required to comply with current corporate and accounting legislation.
For diving courses: we retain client data for the 7 years that is required to comply with current corporate and accounting legislation and PADI standards.
Access to / Corrections / Removal / Deletion of Data
You have the right to be told what personal information we hold about you on our systems and if any data we hold is incorrect or incomplete you have the right to ask for it to be amended.
You have the right to ask for us to delete all the data not required to be held by law or for accounting / tax purposes we hold on you where there is no justifiable reason for us continuing to retain and process it.
You have the right to ask for to change the way your date is processed, for example you may wish to unsubscribe from emails, to ask it to be transferred to another third party, or to withdraw your consent to us processing it – though you should be aware that may not be able in these cases to continue providing services to you.
You can learn more on your rights under the General Data Protection Rules (GDPR) at European Commission Data Protection Rules.
All requests should be made via our Contact page using the “Data Access Query” option.
Computer Security / Virus Scanning
We use subscription Avira virus scanning software on all communications both inbound and outbound.
Our web site does not automatically record e-mail addresses or other personal information, unless it is provided by you when you fill out a form on our web site.
However (in common with pretty well every other web site on the internet) our web servers automatically recognise technical items like IP addresses and session details. These items are used solely by our systems administrators to monitor the performance of our web service and to plan for and develop improvements to our on-line systems.
‘Cookies’ are small text files companies download to your computer in order to identify the computer or device being used. They are very widely used – whenever you have returned to a web page and your details / log in / shopping basket / preferences / etc., have been “remembered” for you, then a “cookie” will have been used by that site to recognise your return.
Identity Theft Precautions
All paper documents holding personal details not required to be held by law or for accounting / tax purposes, are destroyed using a shredders.
Credit / Debit Card Processing
We will never e-mail you asking for card details or numbers to be submitted to us via e-mail.
Updates to this Policy