Activity Bookings – Bookwhen
We use Bookwhen to manage bookings and registrations for our activity sessions. From September 2026, bookings for our weekend activity sessions will be processed through the Bookwhen booking platform.
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When you make a booking, we may collect information such as your name, email address, telephone number, attendee details, booking information and any additional information that is required for the relevant activity.
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How we use your information
The information collected through Bookwhen is used only where necessary to:
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Process and manage your activity booking.
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Confirm your registration and provide booking confirmations.
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Communicate with you about your booking, including changes, cancellations or important information relating to the activity.
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Manage attendance and session capacity.
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Provide the activity or service you have booked.
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Meet relevant legal, safeguarding, health and safety, or administrative requirements.
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Respond to enquiries and provide customer support.
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Maintain appropriate records of bookings and attendance.
We will only collect information that is reasonably necessary for the relevant activity and will handle personal information in accordance with applicable UK data protection legislation.
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Bookwhen and your personal data
Bookwhen acts as our data processor when processing personal information collected from customers through our booking system. We remain responsible for determining how and why your booking information is used.
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Bookwhen processes personal data on our behalf to provide its online booking services and states that personal data is processed in accordance with its Data Processing Agreement and applicable UK data protection requirements. Bookwhen also provides measures relating to data security, data retention and customers' data protection rights.
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For further information about how Bookwhen processes personal data, please see:
Bookwhen Data Processing Agreement
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Marketing communications
Your booking information will not automatically be used to send you marketing communications. Where we wish to send optional marketing communications, we will provide an appropriate way for you to give or refuse consent.
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Marketing consent is separate from consent required to complete a booking.
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Data protection rights
You have rights in relation to your personal information under applicable data protection legislation. Depending on the circumstances, these may include the right to request access to, correction or deletion of your personal information, or to object to certain processing.
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If you have any questions about how we use your personal information or wish to exercise your data protection rights, please contact us using the contact details provided on this website.