When you contact us or book a course with us, you entrust us with your personal information that can identify you as an individual. We want to protect this data and ensure your privacy. The policy document details how we handle and use your data when we provide you with our services in accordance with legislation including the General Data Protection Regulations enshrined into law.

All information passed onto Fluidtuition will be treated as confidential and will only be used or passed onto their parties with prior consultation and consent from the customer. Customers should know that information could be passed onto staff, affiliates, or governing bodies (such as British Canoeing) as it is appropriate for the running of services, certifications or courses. Email addresses shall not be passed on unless in the situation prescribed above.

We also explain to you your rights and when we refer to ‘we’, ‘us’ or ‘Fluidtuition’ we mean any part of the operations, services or parts thereof.

1) How will we use your personal data?
The data protection laws in the UK require that the personal data we hold about you must be;
• Used lawfully.
• Collected only for valid purposes that we have clearly explained to you, and not used in a way that could be incompatible with those services.
• Relevant to the purposed that we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept Secure and Confidential.
• Kept only as long as necessary for the purposes we told you about.

2) What data we collect
Personal data refers to any information about and individual from which as person can be identified. In order to provide our services, we may collect the following types of information from you;

• First and last name.
• Home address(es).
• Telephone number(s).
• Email address(s).
• Age/Date of birth.
• Signature(s).
• Next of Kin and Next of kin contact number(s) for emergency situations.
• Relevant medical information such as medications, mental health issues, previous or current injuries etc.
• Previous paddle sports experiences.
• Height and weight in relation to the use of paddles, boats and equipment.
• NGB identification numbers such as British canoeing Number.


If you chose to not provide us with certain personal data, we may not be able to provide you with services from Fluidtuition as we have not been able to comply with our legal obligations. Please not we may process your data without your knowledge or consent when this is required or permitted by the law.

3) How we may collect this data
We may collect your data in a plethora of way including;
• From emails you sent to us.
• Telephone calls or text messages.
• Letters.
• Booking forms for our services and courses.
• Sharing photographs or film with us or from Fluidtuition through any means.
Other Sources;
• Friends and family.
• Third parties such as National Governing Bodies.

4) What we use your data for
We require the information that we collect for the following reasons;
• To fulfill our legal obligations on record keeping.
o Respond to allegations, claims and data subject requests.
o Investigate, prevent or detect criminal activity.
• For our own interests (or a third parties) that do not affect your fundamental rights;
o Establish, exercise of defend our legal rights when faced with any legal claim or when we want to pursue our own legal claim.
o To respond to enquiries and complaints in order to provided and improve customer support.
o Accounting or auditing, internal record keeping.
• Understanding your needs for coaching, tuition or guiding.
• Delivering safe and relevant courses.
• Sharing your data with third parties such as National Governing Bodies only, when necessary, as part of fulfilling our contract with you such as obtaining certification for an award. We require these third parties to respect your privacy and also abide by the law.
• Provide information to enable us to monitor company performance, our business needs, maintain business records, manage financial needs, manage professional advice and improve our overall services to the public.
• To provide marking services such as special promotions of services and related information.
Sensitive data such as medical information shall only be use where needed for legitimate business purposes such as making an instructor/coach aware of major conditions such as mental health problems etc, that could affect delivery.

5) How long will we use your data for?
We will retain data for up to 5 years as standard, which enables us to respond to questions, legal obligations, maintain records where we are required to do so. This will also enable processing for National Governing Bodies. We may keep your data for a longer period of time depending on the individual circumstances such as, but not limited to legal or technical issues.

Where we retain your data, we will make sure to guard your data and privacy is protected and for the purposes described in this document.

6) Photography and Marketing
Fluidtuition may take photographs or film during any course or tuition to help aid in coaching, for marketing or for any number of reasons. These are the property of Fluidtuition, but can be used for personal reasons if photography rights are accredited accordingly.

Images or films of yourself do not constitute or give cause for any form of financial payback. If you do not wish for us to use these images and films then please notify us in writing or via the booking form.

7) Security
In order to protect your data, we only keep local digital files on an encrypted hard drive with a unique password. This device and password will never be shared with anyone outside our legal obligations with law enforcement. Any physical documents are kept hidden from view. Any information sent through emails are left on the secure email server and the provider should be contacted for information about their data protection policy.

8) Controlling your data
You have the rights to collect a copy off, delete or update the information that we hold on you under certain circumstances. There may be occasions when we cannot do this under legal or regulatory issues and we will inform you of these reasons at the time.

You have the right to;
• Request access to a copy of your personal data – A data subject request will allow you to see all the information we currently hold on you and how it has been processed. We may require some important information from you in order to verify your identity before the request is processed.
• Request correction of any data we hold of you - please email us as soon as possible in order to help us keep the information we hold, correct and up to date.
• Request the restriction/deletion of data we hold of you – If asked to restrict your data, we will no longer process it such as when the data is incorrect until we can verify or correct the information, or you believe we no longer have the need to use your data. You can also request for your data to be deleted when it is no longer required for its original purposes or believe the processing is unlawful. However, in some cases we have legal obligations and will be unable to comply with your request. We will tell you the reasons if this is the case.
• Object to the processing of your data – You can object to our legitimate processing purpose of your data (as described within this policy) unless we can demonstrate lawful reasons as to why the processing should continue in line with Data Protection regulations. Be aware if we cannot process your data, we cannot fulfill our obligations so can no longer continue to provide any of our services to you.
• Withdraw consent of processing your data - Be aware if we cannot process your data, we cannot fulfill our obligations so can no longer continue to provide any of our services to you.

You can enact on your rights by contact us via info@fluidtuition.co.uk, as we need to confirm your request in writing.

Usually there are no associated fees by we may ask in busy periods or large data case for a reasonable administration fee, or not comply with the request if it is clearly unfounded, repetitive, excessive or conflicts with our legal obligations and or investigations into criminal activity.

We may have to request specific details about you in order to confirm your identity before any actions are taken.

You have the right to complain at any time to the ICO (information Commissioners Office), the UK authority for Data Protection issues. You can find more details for the ICO at wttps://ico.org.uk/

9) Links to other websites, companies or individuals
Using any link on any sort of site that we operate a profile from, we note that we have no control over those links to that website, therefore cannot guarantee or verify any content of external links. We cannot be responsible for the protection and privacy of any information which you provide while visiting those sites that are not under this privacy statement. You should exercise all cautions when accessing any link or website on the internet and have adequate protections, such as an anti-virus or data protection software to keep yourself and your data safe.
We also accept no liability in any form, when in contact with any other individual or company, other than those who work for Fluidtuition.

10) Other
We may update this policy from time to time, please ask for the most up to date version if you are unsure. This policy is in date from 29/3/2023. We also do not guarantee that any document we produce will be free from errors or omissions and reserve the rights to adapt, correct or update information when necessary.

Version 1.1 reviewed 29/03/2023