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Privacy Policy
Last updated: 19 October 2026
This policy explains how South West Survival Ltd collects, uses and protects personal information, including information about children who take part in our activities. It describes what we do now and, separately in section 15, the improvements we are working on.
1. Who we are
SOUTH WEST SURVIVAL LTD (“South West Survival”, “we”, “us”) runs survival courses, bushcraft experiences, Forest School, outdoor education, school residentials, corporate activities and adventure experiences. We are the controller of the personal information described in this policy.
Company number: 12209223
Registered office: 7 Copthorne Gardens, Plymouth, Devon, England, PL9 9JR
Email: southwestsurvival@outlook.com | Telephone: 07830 497130
Our founder, Steven Kelly, is responsible for data protection at South West Survival.
We are not currently registered with the Information Commissioner’s Office (ICO). We are assessing whether registration and the data protection fee apply to us and will register if required.
2. Information we collect
We collect only what we need for the purposes in this policy. Depending on how you deal with us, this includes:
- Contact form: your name, email address and message.
- School residential enquiry form: school name, staff contact name, email address, telephone number, year groups, approximate pupil and staff numbers, preferred dates, location preference, type of experience, a message and, optionally, a brief summary of additional requirements, including SEND or accessibility needs. We ask schools not to include pupil names or medical details on this form.
- Corporate team building enquiry form: your name, company name, email address, telephone number, group size, preferred dates and any additional requirements.
- Health waiver forms for public activities: the participant’s name, date of birth and contact details; parent or guardian details and collection arrangements where the participant is a child; health, allergy and medication information; confirmations of the waiver terms; photo and media preferences; and a signature.
- Bookings, event tickets, pricing plans and online shop orders: your name, contact details, billing and delivery details, and booking or order history.
- Newsletter sign-up: your email address.
- Member accounts, website chat messages and reviews: the details you give us.
- Accident and incident records: details of what happened and who was involved, where an accident or incident occurs during an activity.
- Photographs and video taken during activities.
- Website usage information collected through cookies and similar technologies.
3. How we use your information and our lawful bases
- To respond to enquiries, including school and corporate enquiries: legitimate interests in responding to people who contact us, or steps taken at your request before entering into a contract.
- To arrange and deliver bookings, events, courses and orders: contract.
- To keep participants safe, assess fitness to take part and record accidents and incidents: legal obligation where health and safety law requires it, and legitimate interests in running safe activities.
- To keep business, financial and accident records: legal obligation.
- To send marketing emails: consent, or legitimate interests where the law allows us to email existing customers about similar services. You can opt out at any time.
- To understand how our website is used and measure advertising: consent, given through our cookie banner.
- To use photographs and video: consent.
4. Health and medical information
Health information is special category data and needs extra protection. We never use it for marketing.
Public activities: parents or guardians complete our Wix health waiver for children, and adult participants complete it for themselves. A new waiver is needed for each separate event or booking, and waivers for ongoing programmes are reviewed periodically. Completed waivers are stored in our Wix account. The email alerts we receive when a waiver is submitted do not contain the health information itself.
School groups: schools keep children’s full medical and SEND records. The school briefs Steven Kelly and the relevant instructors verbally about the essential requirements for the activity. We do not routinely keep copies of school children’s medical records after an activity.
Our conditions for processing health information are: explicit consent, which we ask the participant or their parent or guardian to give when completing a health form (UK GDPR Article 9(2)(a)); protecting someone’s vital interests in an emergency where they cannot give consent (Article 9(2)(c)); for accident records, establishing or defending legal claims (Article 9(2)(f)); and, where staff are involved, employment and health and safety obligations (Article 9(2)(b)).
5. Children’s information
Many of our activities involve children. We collect only the children’s information needed to run activities safely, usually from a parent, guardian or school. Schools and group organisers are responsible for having the right permissions to share information with us.
6. Accident and safeguarding records
Our approach is to record accidents and incidents on paper forms in the field and then store them centrally in a secure digital system, which we are setting up (see section 15). Only Steven Kelly will have routine access to centrally stored accident reports. Accident and safeguarding records will be kept for the periods required by UK law, which we are confirming (see section 11).
7. Photographs and video
We take photographs and video during some activities and use them on our website and in our promotional material. We hold consent for the photographs of children that currently appear on our website. If you would like an image of you or your child removed, contact us and we will remove it from our website and social media.
8. Marketing emails
We send marketing emails using Wix Email Marketing. Every marketing email includes an unsubscribe link, and you can also ask us to stop at any time.
9. Who we share information with
We use these service providers to run our website and business:
- Wix.com, which hosts our website and runs our forms, bookings, events, online shop, member accounts, chat and email marketing, including Wix’s built-in marketing tools.
- Wix Payments, PayPal and Klarna, which process online payments, and SumUp, which processes in-person card payments. We do not see or store your full card details.
- Google (Analytics, Tag Manager and Ads) and Meta (Pixel and Conversions API), which help us understand website use and measure advertising.
- TripAdvisor, whose reviews widget appears on our website.
- Microsoft, which provides our Outlook email.
Relevant instructors receive the information they need to run an activity safely, such as verbal briefings on essential requirements. We may also share information where the law requires it, for example with emergency services, regulators or the police. We do not sell personal information.
10. International transfers
Some of our service providers, including Wix, Google, Meta and Microsoft, may process information outside the United Kingdom. Where they do, these providers state that they use safeguards recognised under UK law, such as adequacy regulations or approved data transfer agreements.
11. How long we keep information
We keep personal information only for as long as we need it and to meet legal requirements:
- Health waivers: our policy is to review them three years after completion and deleted unless there is a justified and lawful reason to keep them longer, for example an open incident or claim.
- School children’s medical and SEND information: not routinely kept after the activity.
- Accident and safeguarding records: for the periods required by UK law, which can be longer where a child is involved. We are confirming these periods.
- Booking, payment and financial records: for as long as tax and company law requires.
- Enquiries that do not lead to a booking: no longer than needed to deal with the enquiry and any follow-up.
- Marketing contacts: until you unsubscribe or ask us to delete your details.
12. Cookies
Our website uses cookies set by Wix that are needed for it to work, plus analytics and advertising cookies from Google and Meta. When you first visit, a cookie banner asks for your consent to non-essential cookies.
13. Keeping your information secure
Website enquiries, bookings and health waivers are stored in our Wix account, and access to that account is limited to Steven Kelly. Email alerts about health waivers and school enquiries do not contain health or SEND information. If a data breach happens, we will assess it promptly and, where the law requires, report it to the ICO and tell the people affected.
14. Your rights
You have the right to access your personal information, have it corrected, ask us to delete it, restrict or object to how we use it, ask for a copy to be transferred, and withdraw consent at any time. To make a request, contact us using the details in section 1. If you are unhappy with how we have handled your information, please contact us first. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
15. Improvements we are working on
We are open about the data protection work still in progress:
- Assessing whether we need to register with the ICO.
- Reviewing our marketing list to confirm how each contact joined it, and sending marketing only where we have a clear basis to do so.
- Making sure school enquiry, health waiver and booking contacts do not receive marketing emails unless they have agreed or the law otherwise allows it.
- Putting the three-year review of health waivers into practice.
- Setting up a secure digital storage system for accident records.
- Setting retention periods for accident and safeguarding records in line with UK legal requirements.
- Making sure our health forms clearly record consent to process health information.
- Adding a “Decline all” option to our cookie banner and checking that analytics and advertising cookies only load after consent.
16. Changes to this policy
We will update this policy when our activities, service providers or legal requirements change. The date at the top shows when it was last updated.