Privacy Notice

1. Who We Are

Wiltshire Scuba Training & Servicing Ltd (“Wiltshire Scuba”, “we”, “us” or “our”) is a scuba training and servicing business based in Swindon, Wiltshire.

Our website address is: wiltshirescuba.co.uk

Our contact details are:

Wiltshire Scuba Training & Servicing Ltd
Unit 36, BSS House
Cheney Manor Ind. Estate
Swindon
SN2 2PJ

Email: info@wiltshirescuba.co.uk
Telephone: 01793 682968

If you have any questions about this Privacy Notice or how we use your personal data, please contact us using the details above.

2. What This Privacy Notice Covers

This Privacy Notice explains how we collect, use, store and share personal data when you:

visit our website
contact us by phone, email or website form
make an enquiry about courses, servicing, cylinder testing, air fills or retail products
book training or services with us
buy products from us
create an account or place an order through our website
ask us about drysuit fitting or other specialist enquiries
interact with our marketing or analytics tools
otherwise deal with us as a customer, prospective customer or supplier

This notice is intended to help you understand what personal information we collect, why we collect it, and what rights you have.

3. The Personal Data We Collect

Depending on how you interact with us, we may collect and use the following personal data:

Identity and contact data

name
postal address
billing address
delivery address
email address
telephone or mobile number

Booking and account data

course booking details
servicing or inspection booking details
account login details
order history
payment status
invoice details

Enquiry data

information you provide in contact forms
messages sent by email or website form
details included in fitting enquiries, service enquiries or general enquiries

Training and customer record data

course progress
certification-related information
emergency contact details where relevant
date of birth where required for course administration
information required to manage bookings or training

Medical and safety information

For scuba training and related activities, we may collect limited health or medical information where this is necessary to determine fitness to dive, manage risk, process declarations, or comply with training and safety requirements.

Transaction data

details of products or services purchased
payment amounts
payment dates
refund information
invoice records

Technical and website usage data

IP address
browser type
device information
pages visited
approximate location data inferred from IP
website usage information collected through cookies and analytics tools

The website’s live forms currently collect personal details such as name, email address, telephone number and message/enquiry content.

4. How We Collect Your Personal Data

We collect personal data in a number of ways, including when you:

fill in a contact form on our website
submit a fitting enquiry or servicing enquiry
email us or call us
place an order
book a course, service or test
create an account on our website
make a payment
provide training paperwork or declarations
interact with our website through cookies or analytics tools

We may also receive personal data from third parties where necessary, for example:

payment providers
booking or course administration systems
certification agencies or training organisations
delivery providers
website and analytics providers
medical professionals where you ask them to provide relevant information to us

5. How We Use Your Personal Data

We use personal data to:

respond to enquiries
provide quotes
manage course bookings
manage service, inspection and test bookings
process and fulfil orders
communicate with customers
take payment and issue refunds where applicable
maintain training and customer records
manage safety, medical and fitness-to-dive requirements
issue digital learning materials or course-related information
manage certifications and related administration
send service updates or booking confirmations
maintain internal business records
improve our website, products and services
monitor website traffic and performance
meet legal, regulatory, accounting and insurance requirements
protect our business against fraud, abuse or misuse of our services

6. Our Lawful Bases for Using Personal Data

Under UK data protection law, we must have a lawful basis for processing personal data.

We usually rely on one or more of the following:

Contract

Where we need to use your personal data to enter into or perform a contract with you, for example:

taking a booking
supplying goods
providing servicing or testing
administering a course
dealing with payments

Legal obligation

Where we need to use your personal data to comply with legal or regulatory requirements, for example:

accounting and tax requirements
health and safety obligations
consumer law obligations
record keeping required by law or insurers

Legitimate interests

Where it is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms, for example:

responding to enquiries
running and improving our website
maintaining customer records
preventing fraud
handling complaints
managing our business efficiently

Consent

Where we rely on consent, for example for certain non-essential cookies or certain types of direct marketing, you can withdraw that consent at any time.

The ICO says privacy information should explain the purposes of processing, the lawful basis used, retention periods, and people’s rights.

7. Medical and Special Category Data

Some health or medical information is classed as “special category” personal data under data protection law.

If you provide medical information to us in relation to diving or training, we will only use it where necessary for safety, fitness-to-dive assessment, course administration, insurance, legal compliance, or to protect your vital interests.

We will only collect and use this type of information where we have a valid legal basis and an additional lawful condition under data protection law.

We ask that you only provide medical information that is relevant to your enquiry, booking or training.

8. Direct Marketing

We may use your contact details to send you information about our courses, services, products or offers where permitted by law.

We will only send you marketing emails or similar electronic marketing where we are allowed to do so under applicable rules, such as where:

you have given consent, or
you are an existing customer and the law allows us to send you information about similar products or services, with an option to opt out

You can opt out of marketing at any time by:

clicking the unsubscribe link in a marketing email
contacting us directly
asking us not to use your details for marketing

If you opt out of marketing, we may still contact you about bookings, orders, services, payments, safety or other non-marketing matters.

9. Who We Share Personal Data With

We may share personal data where necessary with:

payment providers
website hosting providers
website developers and technical support providers
email and IT service providers
analytics providers
booking or CRM software providers
certification or training organisations, including PADI where relevant
service partners and suppliers
delivery or courier companies
accountants, insurers, legal advisers and other professional advisers
regulators, law enforcement or courts where legally required

We only share personal data where there is a valid reason for doing so.

Where third-party service providers process personal data on our behalf, we expect them to keep it secure and to use it only for proper purposes.

Your cookie policy currently states that the site uses Google Analytics and that certain campaign-related cookie information may be shared with Google Ads where the services are linked.

10. International Transfers

Some of our service providers may store or process personal data outside the UK.

Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place so that your personal data remains protected in accordance with applicable data protection law.

11. Cookies and Similar Technologies

Our website uses cookies and similar technologies.

Cookies help us:

make the website work properly
remember your preferences
understand how visitors use the site
improve performance
measure marketing activity

The website’s live cookie policy lists essential cookies for consent preferences and statistics cookies including Google Analytics cookies, with durations ranging from 30 seconds to 2 years, and says those analytics cookies help understand how visitors use the site.

For more information about the cookies we use, please see our Cookie Policy.

You can manage your cookie choices through our cookie banner or your browser settings.

The ICO recommends that privacy information and cookie information are clear, accessible and easy to understand.

12. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, tax, accounting, insurance, training and record-keeping requirements.

Retention periods may vary depending on the type of data. For example:

general enquiries: usually up to 12 months after the last contact, unless the enquiry becomes a booking or customer relationship
customer and booking records: usually up to 6 years after the end of the customer relationship, or longer where required for legal, insurance or accounting reasons
order and invoice records: usually at least 6 years to comply with accounting and tax requirements
servicing and test records: for as long as reasonably necessary for safety, service history and legal record-keeping purposes
medical and safety records: only for as long as necessary for the relevant training, safety, insurance or legal purpose
website analytics data: in line with the settings of our analytics and cookie tools

If we no longer need personal data, we will securely delete it or anonymise it.

The ICO says that if you do not give a fixed retention period, you should explain the criteria used to decide how long information is kept.

13. Data Security

We take reasonable technical and organisational steps to help protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

However, no system or transmission over the internet can ever be guaranteed to be completely secure. If you think your data may have been compromised, please contact us immediately.

14. Your Data Protection Rights

Under UK data protection law, you may have rights including:

the right to be informed
the right of access
the right to rectification
the right to erasure
the right to restrict processing
the right to object
the right to data portability
rights relating to automated decision-making, where applicable
the right to withdraw consent where consent is the basis we rely on

These rights are not absolute and may only apply in certain circumstances.

If you would like to exercise any of your rights, please contact us using the details in this notice.

ICO guidance says people should be told what rights they have and how to complain if they have concerns about the way their information is used.

15. Complaints

If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK regulator for data protection matters.

16. Third-Party Websites

Our website may contain links to third-party websites, services or platforms.

If you follow a link to a third-party site, please note that their own privacy notices and terms will apply. We are not responsible for the privacy practices of third-party websites or services.

17. Children’s Data

Some of our courses or activities may involve children or young people.

Where we collect personal data relating to children, we will only use it where necessary for booking, administration, safety, training or legal reasons, and we expect a parent or legal guardian to provide information or consent where required.

We ask that children do not submit personal data through the website without parental or guardian involvement where appropriate.

18. Changes to This Privacy Notice

We may update this Privacy Notice from time to time.

Any changes will be posted on this page and will take effect from the date of publication.

We recommend checking this page occasionally to stay informed about how we use personal data.

19. Contact Us

If you have any questions about this Privacy Notice or how we use personal data, please contact us: