Privacy Policy
This privacy notice tells you how we use and look after the personal information you give us. This includes the information you provide when you make a booking with us or use our services, the choices you have about our communications with you and the marketing offers you want to receive. This notice tells you about the privacy rights you have.
1.0 WHO WE ARE
1.1 Your information will be held by Haythorn Sports & Events Ltd.
1.2 References to “our website” in this Privacy Notice are to www.haythornsports.com.
1.3 You may contact our privacy officer by emailing hello@haythornsports.com or writing to 15 Almond Close, Havant, Hampshire, United Kingdom, PO9 3LP
2.0 WHAT THE DATA PROTECTION LAW SAYS
2.1 Haythorn Sports & Events can only use the personal information that you share with us if we have a valid lawful reason to do so.
These are the reasons that we use your personal data:
- When we are fulfilling a contract with you (for example, when you are making a booking with us or come to use one of our services)
- When it is our legal duty for business reasons (for example, to keep records of our sales for our accounts)
- When it is in our legitimate interests (for example, record keeping consistent with operating a Sports Travel and Accommodation agency and feedback to help us improve our services)
- When you have consented to it (for example, so that we can send you details of offers or promotions)
3.0 WHAT ARE THE HAYTHORN SPORTS & EVENTS SERVICES?
3.1 We refer to services; we mean the options we provide at Haythorn Sports & Events. We offer:
Sports Team Travel (Fixture Management, Budget Control, Logistics Support, International Requirements)
Individual Travel (Bespoke arrangements, Personal Travel, Booking Process)
Health & Safety (Covid protocols, Risk Analysis, Administration Management)
On-Site Support
Hotel Education
4.0 WHAT PERSONAL DATA TO WE COLLECT AND WHY?
4.1 When booking services:
When you purchase services from us, we ask you for your name, your contact telephone number and your email address. We use your information to manage your booking, handle your enquiries and prepare our partners sites and staff ready for your booking
If you pay by credit or debit card, we take that information and pass it to a third-party payment processor to complete the payment. We do not store credit or debit card details in our systems.
If you choose to pay for an ongoing service by credit or debit card, we use a facility provided by a third-party subscription processor to take those future payments when required
This is a string of numbers unique to your internet connection that is recorded by our webserver when you request any page or component on the website. We use this to monitor your usage of the website so that we can check which parts of the website are working the best, and work out how to improve our service to you.
4.2 We do not:
Use the information you provide to make any automated decisions or profiling that might affect you
Sell your data.
5.0 WHAT DO WE DO WITH YOUR PERSONAL INFORMATION?
5.1 Your information is stored in our systems, which are based within the United Kingdom.
6.0 HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION FOR?
We keep your information only for as long as is necessary for the purpose for which we obtained it.
Information that is no longer needed is destroyed securely.
6.1 When booking services:
When you book a service with us, we retain that data until the service is fulfilled plus three years to deal with any queries or claims thereafter.
We keep records of financial transactions for six years to meet our obligations to HMRC.
In relation to any information where we reasonably believe it will be necessary to defend or prosecute or make a claim against you, us or a third party, we may retain that data for as long as that claim could be pursued.
7.0 RIGHTS OVER YOUR PERSONAL INFORMATION
7.1 By law, you have the following rights:
You can ask us what information we hold about you and you can ask us to correct it if it is inaccurate. We will respond to you within 30 days
You can ask us to give you a copy of the information
You can ask us to stop using your information if you believe we are not doing so lawfully
You can ask us to erase your information provided we do not need to keep it for overriding regulatory, contractual, health and safety purposes, or for our legitimate interests such as defending a personal injury claim
7.2 If you would like to request a copy of any information that we currently hold about you, please send your contact details including address to: Privacy Officer, Haythorn Sports & Events, 15 Almond Close, Havant, Hampshire, United Kingdom, PO9 3LP
8.0 YOUR RIGHT TO COMPLAIN
8.1 If you have a complaint about our use of your information, please do get in touch with us. Let us know the details of your complaint, plus your contact details including address by writing to us at the address below or by emailing: hello@haythornsports.com
9.0 DOCUMENT CONTROL
9.1 This Privacy Notice will be formally reviewed on an annual basis, as a minimum, or if required changes are identified to address one or more of the following:
A change in business activities, which will or could possibly affect the organisation’s ability to fully comply with GDPR and other related data protection requirements
A change in the way in which the Company manages personal data, or specifically the activities related to data processing which are outsourced to third party data processors
A change in data protection regulations or associated legislative requirements related to the use of third party data processors, or the legal bases for their engagement
An identified shortcoming in the effectiveness of this Procedure for example as a result of a data breach, Supervisory Authority investigation, formal review or an audit finding
The current version of this Procedure, together with its previous versions, shall be recorded below.