Privacy Policy

1. Who we are

The data controller for this website is:

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

Email: dannie@tricampcymru.com

Tri Camp Cymru operates independently and determines how personal information collected through this website is used.

2. Information we collect

Depending on how you interact with us, we may collect:

• your name;
• your postal address;
• your telephone number;
• your email address;
• details contained in emails or other communications you send us;
• your marketing preferences;
• payment status and transaction references relating to facilities payments;
• information about how you use our website, including your IP address, browser, device and pages visited, where you have consented to analytics; and
• records of any photography or video consent you provide.

We do not receive or store your complete card details. These are entered directly into Stripe’s payment systems.

The main Tri Camp Cymru website does not collect medical information, emergency-contact details, allergy information, dietary requirements or similar participant information. Where this information is required for an event, it is collected through our separate events-booking website and is covered by the privacy information provided there.

3. How we collect information

We may collect personal information when you:

• contact us by email using the website’s contact button;
• subscribe to, receive or interact with our marketing communications;
• make a facilities payment through a Stripe payment link;
• provide photography or video consent;
• visit and use the website; or
• accept optional analytics cookies.

The contact button enables you to email us. The website does not contain a contact form that stores your message in a website database, although your email will be processed through the relevant email systems when you contact us.

4. Accommodation and event bookings

Accommodation bookings are made through the separate Carreg Gamu Glamping booking website at carreg.gamuglamping.com.

The accommodation booking provider holds the information submitted through that booking process. Tri Camp Cymru does not receive a copy of the accommodation-booking information through this website. You should read the privacy information shown on the accommodation-booking website before submitting your details.

Event participation information, including emergency-contact, medical, allergy, accessibility or dietary information where required, is collected through a separate events-booking website. The privacy notice displayed through that booking service applies to that information.

Links to other websites are provided for convenience. Those websites may collect information in accordance with their own privacy policies.

5. How we use your information

We may use your personal information to:

• respond to questions and other communications;
• administer facilities payments;
• communicate important information about Tri Camp Cymru;
• operate, maintain and secure the website;
• understand how visitors use the website, where analytics consent has been given;
• manage marketing preferences and send permitted marketing communications;
• maintain records required for accounting, legal and insurance purposes;
• administer photography and video preferences;
• verify compliance with the requirements of our glamping-site licence; and
• establish, exercise or defend legal claims.

We do not use personal information collected through this website for automated decision-making that produces legal or similarly significant effects.

6. Our lawful bases

Our lawful bases for processing personal information may include:

• Contract: where processing is necessary to take steps at your request, administer a payment or provide an agreed service.
• Legal obligation: where we need to retain or disclose information to comply with tax, accounting or other legal requirements.
• Legitimate interests: where necessary to operate and secure our website, respond to enquiries, administer the business, prevent misuse, comply with site-licensing requirements or establish and defend legal claims. We consider the effect on your rights before relying on this basis.
• Consent: where you choose to receive consent-based marketing, accept analytics cookies, or agree to the promotional use of your photograph or video.

You may withdraw consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

7. Marketing communications

We may send information about Tri Camp Cymru camps, activities and related services where:

• you have actively consented to receive it; or
• the law permits us to contact an existing customer about our own similar services under the “soft opt-in” provisions of PECR.

Where we rely on the soft opt-in, you will be given a clear opportunity to opt out when your details are collected and in every subsequent marketing message.

You can unsubscribe at any time by using the unsubscribe option in our messages or by emailing dannie@tricampcymru.com.

If you unsubscribe, we may retain your email address on a suppression list. This is used only to record your preference and prevent your address from being added to future marketing lists. It will not be used to send you marketing.

Service messages containing essential information about an enquiry, booking, payment or event are not marketing messages.

8. Payments

Facilities payments are processed by Stripe on behalf of Carreg Gamu, trading as Tri Camp Cymru.

Card details are entered directly into Stripe’s systems. We generally receive only limited payment information, such as:

• the payer’s name and contact details;
• payment status;
• the amount paid;
• the payment date; and
• a transaction or payment reference.

Stripe processes payment information in accordance with its own privacy policy and legal responsibilities.

9. Woodland Champions

Woodland Champions licenses the operation of the glamping site. Under the licensing arrangements, at least one person in a group staying at the site must be a member.

Where necessary, limited information may be used or shared to confirm that this membership requirement has been satisfied, to administer the licensed site and to comply with the applicable licensing arrangements. We will not share more information than is reasonably necessary for this purpose.

10. Photography and video

At adult-only camps, photography or video may be taken for promotional use only where the participant has actively opted in.

Approved photographs or recordings may appear:

• on the Tri Camp Cymru website;
• on Tri Camp Cymru’s Instagram and Facebook accounts;
• on a future Tri Camp Cymru YouTube channel;
• on a future Tri Camp Cymru TikTok account; and
• in other Tri Camp Cymru promotional material where this was explained when consent was requested.

Promotional photography and filming are optional. Refusing consent will not affect a person’s ability to participate.

Consent may be withdrawn for future use by emailing dannie@tricampcymru.com. We will take reasonable steps to stop using the material in new publications. Withdrawal may not enable us to recall printed material already distributed, remove copies lawfully shared by other people, or guarantee complete removal from third-party platforms.

If anyone under 18 attends a camp, Tri Camp Cymru will operate a no-photography and no-filming policy for that event. Under-18s must attend with an accompanying adult, and the adult’s details and relationship to the participant may be recorded for safeguarding and administration.

The privacy practices of Instagram, Facebook, YouTube and TikTok also apply when material is published on those platforms.

11. Cookies and Google Analytics

Our website may use strictly necessary cookies required for security and basic operation. These cookies do not require consent.

We also use Google Analytics to understand matters such as:

• how visitors reach the website;
• which pages are visited;
• how visitors interact with the website; and
• broad technical information about browsers and devices.

Analytics cookies and similar technologies are optional. They will not be activated unless you consent through the website’s cookie controls.

You can reject analytics cookies without losing access to the website. You can also change or withdraw your cookie choice through the website’s cookie settings.

The final website cookie notice should identify the cookies actually used, their providers, purposes and expiry periods.

12. Sharing personal information

We may share personal information, where necessary, with:

• Stripe, for payment processing;
• Krystal, which hosts the website;
• providers supporting our email and CRM systems;
• Google, where you consent to Google Analytics;
• Woodland Champions, where necessary for membership or site-licensing requirements;
• professional advisers, insurers and IT support providers;
• law-enforcement bodies, regulators or public authorities where required by law; and
• emergency services where disclosure is necessary to protect someone’s vital interests.

We do not sell or rent personal information.

13. International transfers

Some providers, including Google, Stripe and social-media platforms, may process or permit access to information outside the United Kingdom.

Where UK data-protection law requires safeguards for an international transfer, we expect the relevant provider to use an approved legal mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses.

Further information about a provider’s international processing is available in that provider’s privacy policy.

14. Data security

We take reasonable technical and organisational measures to protect personal information. These include, where appropriate:

• encrypted website connections;
• restricted access to administrative systems;
• password and account-security controls;
• limiting access to authorised people;
• using reputable hosting and payment providers; and
• retaining only the information reasonably required for the relevant purpose.

No online system is completely secure, but we review our arrangements and take proportionate steps to reduce risk.

15. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and dispute-resolution requirements.

Our general retention periods are:

• enquiries that do not result in a booking: up to 12 months after the last communication;
• ordinary booking and participant-contact records held through the relevant booking system: generally up to 3 years after the event;
• accounting, payment and transaction records: generally 6 years after the end of the relevant financial year;
• marketing information: until consent is withdrawn or the person opts out;
• suppression-list records: for as long as reasonably necessary to ensure that the marketing objection continues to be respected;
• photography and video consent records and approved media: generally up to 5 years, subject to periodic review and any earlier withdrawal of consent for future use;
• cookie-consent records and analytics information: according to the configured retention periods of the relevant website and analytics systems; and
• information required for legal claims, insurance or regulatory matters: for as long as reasonably necessary for that matter.

At the end of the relevant period, information will be deleted, anonymised or reviewed to determine whether continued retention is justified.

16. Your rights

Depending on the circumstances and lawful basis, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information;
• ask us to restrict its use;
• object to processing based on legitimate interests;
• object at any time to direct marketing;
• request the transfer of certain information in a portable format; and
• withdraw consent at any time where consent is the lawful basis.

These rights are not absolute and may be subject to legal exceptions.

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

17. Complaints

Please contact us first if you have concerns about how we use your information:

dannie@tricampcymru.com

You also have the right to complain to the Information Commissioner’s Office:

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

18. Changes to this policy

We may update this Privacy Policy when our services, providers or legal responsibilities change.

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