Newsletter and CRM Privacy Policy

Last updated: 29 August 2026

This Privacy Policy explains how Carreg Gamu, trading as Tri Camp Cymru (“Tri Camp Cymru”, “we”, “us” or “our”), collects, uses and protects personal information when you subscribe to our newsletter or receive marketing emails from us.

It should be read alongside the general Tri Camp Cymru Website Privacy Policy and Cookie Policy.

1. Who we are

The data controller is:

Carreg Gamu, trading as Tri Camp Cymru
Blaenllain
Cwmbach
Whitland
Carmarthenshire
SA34 0DT

Email: dannie@tricampcymru.com

2. Information we collect

When you subscribe to the Tri Camp Cymru mailing list, we collect:

• your name;
• your email address;
• the date and time you subscribed;
• the source or landing page through which you subscribed;
• a record of the consent wording presented when you subscribed;
• your subscription and unsubscribe status; and
• limited technical or security information, such as an IP address, where recorded by our hosting or CRM systems.

Where you have separately agreed to campaign link tracking, we may also record:

• the URL of a link you click within a campaign email;
• the date and time the link was clicked;
• the IP address associated with the click; and
• the user agent sent by your browser or email application, which may provide limited information about your browser, application, operating system or device.

We do not use campaign tracking to record whether you open an email.

We do not collect payment, medical or event-participation information through the newsletter signup form.

3. How we collect your information

We collect your name and email address when you actively subscribe through a Tri Camp Cymru landing page.

At present, we do not add people to this mailing list merely because they have contacted us, booked accommodation, attended an event or made a payment. If this practice changes, we will review this Policy and the lawful basis for adding those contacts before doing so.

Subscription takes effect when the signup form is submitted. We may introduce a verification email or double opt-in process in the future to help confirm that an email address belongs to the person who submitted it.

4. How we use your information

We use subscriber information to:

• maintain our mailing list;
• send news, offers, camp announcements and other information about Tri Camp Cymru;
• personalise emails using your name;
• process unsubscribe requests;
• maintain a suppression list so that people who unsubscribe are not contacted again accidentally;
• protect the CRM and mailing systems from misuse;
• keep evidence of when and how consent was obtained; and
• where separately authorised, understand which campaign links subscribers use.

We do not sell or rent the mailing list.

We do not use mailing-list information to make automated decisions that have legal or similarly significant effects.

5. Lawful basis

We rely on your consent to add you to the mailing list and send you newsletter and promotional emails.

Subscribing must involve a clear positive action. Consent is not inferred from silence, inactivity, visiting the website, making an enquiry or booking a service.

Where campaign link tracking uses identifiers, redirected links, link decoration or similar technology, we will use it only where any consent required under PECR has been obtained.

We may rely on our legitimate interests to:

• secure and administer the CRM;
• prevent misuse;
• retain appropriate evidence of consent; and
• maintain a minimal suppression record after an unsubscribe request.

You may withdraw your marketing consent at any time without affecting the lawfulness of messages sent before withdrawal.

6. Campaign link tracking

Our CRM can record when a subscriber clicks a link within a campaign email.

When a tracked link is clicked, the CRM may record:

• the destination URL;
• the date and time of the click;
• the IP address from which the link was accessed; and
• the user agent supplied by the browser or email application.

We use this information to understand which campaign content is useful, measure engagement and improve future newsletters.

We will use identifiable campaign link tracking only where the subscriber has been clearly informed and any necessary consent has been obtained.

You can receive newsletters without agreeing to identifiable link tracking. Refusing tracking will not prevent you from subscribing.

You may withdraw tracking consent through any preference controls provided or by emailing dannie@tricampcymru.com. Withdrawing tracking consent will not unsubscribe you from newsletters unless you also ask us to stop sending them.

We may continue to use statistics that have been properly anonymised or aggregated so that they no longer identify individual subscribers.

7. Unsubscribing

Every marketing newsletter will contain an unsubscribe link.

You can also unsubscribe by emailing dannie@tricampcymru.com. We will stop sending marketing emails to that address as soon as reasonably practicable.

After you unsubscribe, we may retain your email address and unsubscribe status on a suppression list. This record is used only to ensure that you are not inadvertently added back to the mailing list or contacted again without fresh consent.

If you later wish to subscribe again, you must provide new affirmative consent.

8. Children and younger subscribers

The newsletter signup service is intended for people aged 13 or over.

A person under 13 should not subscribe themselves. A parent or guardian may contact us if they wish to subscribe on the child’s behalf.

If we learn that a child under 13 has subscribed without appropriate parental or guardian authorisation, we will remove the child’s information from the active mailing list.

Our newsletter content is not intended to expose children or young people to inappropriate material.

9. Service providers

We use Krystal to host the landing page and CRM infrastructure.

We currently understand that email delivery is provided through Krystal’s email services. We will confirm the exact delivery service and update this Policy if another provider processes subscriber information.

These providers may process information on our behalf only for purposes such as:

• hosting the landing page and CRM database;
• delivering emails;
• maintaining security;
• providing backups; and
• supporting the technical operation of the service.

We remain responsible for selecting appropriate providers and having suitable data-protection arrangements in place.

10. International transfers

We intend subscriber information to be hosted principally within the United Kingdom.

If a provider processes or permits access to personal information outside the UK, we will ensure that an appropriate UK data-transfer mechanism is used where required. This may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses.

11. Security

We use reasonable technical and organisational safeguards to protect subscriber information. These include, where appropriate:

• encrypted website connections;
• access controls;
• restricted administrative access;
• secure passwords and account controls;
• system maintenance and backups; and
• limiting access to people who need the information to operate the service.

No online service can be guaranteed completely secure, but we take proportionate measures to reduce the risk of unauthorised access, loss or misuse.

12. Retention

We retain:

• active subscriber information for as long as the person remains subscribed;
• identifiable campaign click information for up to 12 months, after which it will be deleted or anonymised;
• consent records for as long as necessary to demonstrate that marketing and tracking were authorised;
• unsubscribe and suppression information for as long as reasonably necessary to respect the person’s objection and prevent accidental re-subscription; and
• security and technical logs only for as long as reasonably necessary for security, troubleshooting and legal purposes.

When information is no longer required, it will be deleted or anonymised unless continued retention is required by law or necessary for a legal claim.

13. Your rights

Depending on the circumstances, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• request deletion;
• request restriction of processing;
• object to processing;
• request a portable copy of certain information; and
• withdraw consent at any time.

You have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right, email dannie@tricampcymru.com. We may request reasonable information to confirm your identity.

14. Complaints

Please contact us first if you have concerns:

dannie@tricampcymru.com

You may also complain to the Information Commissioner’s Office:

Website: ico.org.uk
Telephone: 0303 123 1113

15. Changes to this Policy

We may update this Policy if our CRM, email provider, campaign-tracking practices or legal responsibilities change.

The latest version will be published with its revised “last updated” date.