Terms & Privacy

1. Definitions

This Notice contains the following definitions used throughout:

Terminology

Meaning

"Billing Aquadrome, "we" or "us"

Billing Aquadrome Limited. This includes the Billing Aquadrome and Cogenhoe Mill holiday parks.

Notice

The Privacy Policy

Personal Data / Personal Information

Any information which is related to an identified or identifiable natural person

Site / Website

Billing Aquadrome Website: www.billingaquadrome.com 


2. Privacy Policy

Billing Aquadrome is committed to safeguarding your personal privacy. This Notice is designed to help you understand how we use the data entrusted to us and your data subject rights.

3. How do we collect Personal Information?

Whenever you use our Site, complete an enquiry form, contact Billing Aquadrome electronically, or purchase online products offered by Billing Aquadrome, Billing Aquadrome will collect Personal Information to process your order/enquiry and for analysing and marketing purposes.

4. What Personal Information do we collect and why?

Upon registering an enquiry online, we will request you to provide the following personal details:

  • Your name
  • Email address 
  • Phone number

Upon purchasing, you will be required to provide:

  • A billing address
  • A contact number
  • Email address

If you raise a query, request or a complaint via Billing Aquadrome's social media channels, we will record your social media handle. We use this only to correspond with you and resolve the relevant issue.

Your data may be kept for a period of 10 years after your last interaction with us. We need to keep transaction information for auditing and statutory reporting purposes for this period, however we can remove you from our marketing database at your request.

In order to undertake Website personalisation, we also store some observed data such as your browsing history, IP address or click through email behaviours. We may also group customers depending upon their geographical location or sales behaviour. For further information on our use of cookies and tracking please see our Cookie Policy

5. Credit or debit cards

Billing Aquadrome does not process, transmit or store credit or debit card information. All card payments are securely processed by our gateway provider.

 6. What do we do with your data?

Data protection law stipulates that we can use and share your Personal Data only where we have grounds to do so. Billing Aquadrome relies on one or more of the following legal grounds:

  • Contract – to fulfil and provide services related to your order(s).
  • Consent – where you agree to us using your information in a stipulated way, e.g. for providing you with marketing content via email.
  • Legitimate Interests – where it is reasonable and fair to expect us to process your data in this way, and there is minimal impact on your rights and freedoms, e.g. for marketing or fraud prevention.
  • Legal Obligation – where there is statutory or other legal requirement to share the information e.g. where required by a government authority.

 

Further to the above, please see the list of the ways that we may use your Personal Information, and which of the reasons described above we rely on to do so. Where we list legitimate interests as a reason, we also describe below what we believe these legitimate interests are:

What We Use Your Personal Information For

Billing Aquadrome's Legal Basis

Our Explanation of Billing Aquadrome's Legitimate Interests

Process enquiry, including service communications such as booking notifications.

Fulfilling a contract

N/A

Undertake Website personalisation and administration.

Legitimate interest

Developing products, services, applications, and designs that attract and retain customers. Improving customer interaction with our Sites. Defining types of customers for new products or services.

Email marketing communications informing you of special offers, promotions, new lines, and sales.

Consent

N/A

Mail marketing communications informing you of special offers, promotions, new lines, and sales.

Legitimate interest

Developing products, services, applications, and designs that attract and retain customers.

Service enhancement notifications, such as changes to our Website and new services that may be of interest to you.

Legitimate interest

Developing products, services, applications, and designs that attract and retain customers. Improving customer interaction with our Sites.

Marketing communications informing you of special offers, promotions, competitions, new lines, sales, advice, and information across various marketing channels including online advertising and social media Sites.

Consent

N/A 

Contact you to undertake customer satisfaction surveys, invite you to provide reviews or for market research.

Legitimate interest

Developing products, services, applications and designs that attract and retain customers. Improving customer interaction with our Sites.

Maintaining and developing systems, network and data security.

Legitimate interest

To provide improved offers and services, and to maintain the safety and confidentiality of your information.

Logistics planning, demand forecasting, management information and research.

Legitimate interest

We use information about navigational habits, products purchased and volumes, to help us respond to demand, ensure the right products get to the right areas and to help us plan our ranges.

Your Order History

Legal obligation, Legitimate interest

For financial reporting, VAT, and auditing purposes; batch recall if required, marketing and analytics.

Call recordings.

Legitimate interest

For quality and coaching purposes. Enforcing staff use of agreed protocols and for customer complaint investigations.

Marketing correspondence

Legitimate interest

Competition and incentive correspondence.

 

7. To manage your preferences

You control your preferences in respect of how your Personal Data is used for marketing, and you can change these preferences at any time.

If you do not wish to hear from us about sales or promotions, you can manage your preferences by clicking the unsubscribe link within our email correspondence. If for any reason you can't update your preferences, please contact us and we will update your preferences for you.

Please note that it may take around five working days to unsubscribe you from email marketing, whatever your marketing preferences. 

8. Who do we share your data with and why?

Billing Aquadrome does not engage in business of selling your data, except where required to provide communications as part of Billing Aquadrome's normal service, including marketing and analytics.

We share your data with our trusted fulfilment partners and ensure all appropriate contractual safeguards and security is in place. Fulfilment partners include IT systems, hosting providers and IT support, mailing houses, email services, suppliers and marketing analysis third parties.

We share your Personal Information with external companies that provide services on our behalf including:

  • Customer service centre
  • Online and social media advertising
  • Media agencies
  • Mailing houses and printers
  • Market research 

9. How we use information from social media channels

Information publicly available on social media sites may be used by us to monitor and review how customers engage with our brand. This process does not always identify individual users. Should we wish to use information posted publicly by you on a social media Site such as Facebook, we will not do so without your permission. 

In order to provide improved offers, advice and information, and to evaluate our advertising across various online marketing channels and social media Sites (such as Facebook), we may analyse the following: your Personal Information (limited solely to your email address), products you view and buy, your browsing habits and other ways you interact with us. Facebook Ireland is a Joint Controller of the Joint Processing of Personal Data; for more information on how Facebook processes Personal Data and ways to exercise data subject rights, visit Facebook Ireland's Data Policy at https://www.facebook.com/about/privacy. To exercise personal control over the Facebook advertising you see, please visit https://www.facebook.com/adpreferences/ad_settings.

10. Your rights

Your Personal Data is protected by legal rights, which include:

Your Rights

Explanation

Right to be informed

To know what Personal Data we process, how and why.

Right of access

To request access to your Personal Information and information about how we process it.

Right to rectification

To have your Personal Information corrected if it is inaccurate.

Right to erasure (also known as the Right to be Forgotten)

To have your Personal Information erased.

Right to withdraw consent to direct marketing at any time

To choose not to receive any direct marketing content.

Right to data portability

To electronically move, copy or transfer your Personal Information in a standard form.

Right to restrict processing

To restrict processing of your Personal Information.

Rights in relation to automatic decision-making including profiling

Rights with regards to automated individual decision making, including profiling.

 

Should you wish to action any of these rights, please contact our friendly Enquiries team via email: enquiries@aquadrome.co.uk or call 01604 408 181.

Please note if you action your right to withdraw consent to direct marketing or your right to erasure this will be implemented immediately, however it may take around five working days to unsubscribe you from email marketing.

To contact Billing Aquadrome’s Data Protection Lead, and/ or if you have any concerns as to how your data is processed, please email enquiries@aquadrome.co.uk.

You also have the right to lodge a complaint to the Information Commissioner's Office (ico.org.uk) if you believe that we have not complied with the legal requirements regarding your Personal Data.

You have the right to ask Billing Aquadrome whether or not they are using or storing your personal information. You can request copies of your personal information in writing. This is called the right of access and is commonly known as making a Subject Access Request or SAR. Please email enquiries@aquadrome.co.uk. 

11. How secure is your data

Billing Aquadrome employs a wide variety of security measures to back up, protect and manage your data. We  secure your data using up to date technology and robust policies and processes. All third parties are scrutinised and subject to appropriate contractual safeguards. We document all data processing and review this regularly. Staff are regularly trained on security and policies and we use strict access controls. 

12. Links to and from our Websites

Links to third party websites on the Website are provided solely for your convenience. Billing Aquadrome does not control and are not responsible for these websites, their content or availability. The Company therefore does not endorse or make any representations about them, or any material found there, or any results that may be obtained from using them. If you decide to access any of the third party websites linked to the Website, you do so entirely at your own risk.

If you would like to link to the Website, you may only do so on the basis that you link to, but do not replicate, the home page of the Website, and subject to the following conditions:

  • you do not remove, distort or otherwise alter the size or appearance of the Company logo;
  • you do not create a frame or any other browser or border environment around the Website;
  • you do not in any way imply that Billing Aquadrome is endorsing any products or services other than its own;
  • you do not misrepresent your relationship with the Company nor present any other false information about the Company;
  • you do not otherwise use any of the Company's trademarks displayed on the Website without express written permission from the Company;
  • you do not link from a website that is not owned by you; and
  • your website does not contain content that is distasteful, offensive or controversial, infringes any intellectual property rights or other rights of any other person or otherwise does not comply with all applicable laws and regulations. 

The Company expressly reserves the right to revoke the right granted to link the Website for breach of these terms and to take any action it deems appropriate.

You shall fully indemnify the Company for any loss or damage suffered by the Company for breach of the Privacy Policy. 

13. Reviews, rating, promotions and competitions

To leave a product rating or review you must have purchased from Billing Aquadrome.

Billing Aquadrome does not vet poor reviews but may respond directly to them. 

The individual responsible for publishing a product rating or review continues to own all rights to content provided to Billing Aquadrome. However, Billing Aquadrome reserves the right to use this content royalty free as part of its marketing and communication programs. 

For competition purposes we may collect personal data. We may use this data for competition administration and to:

  • Contact you in relation to the competition
  • Analyse and review competition performance
  • Marketing communications across various online marketing channels and social media Sites.

 

14. Photo Competition 'Win a Holiday' Terms and Conditions

By entering the Competition, participants agree to be bound by these Terms and any additional rules, guidelines, or requirements specified by the Organiser.

The Competition is open to individuals who are 18 years or older as of the start date of the Competition.

Employees, officers, and directors of the Organiser and their immediate family members are not eligible to participate.

Participants must have a valid social media account on Facebook and Instagram.

 

The Competition begins on 24th May 2024 and ends on 1st November 2024 ("Entry Period").

Entries received after the Entry Period will not be considered.

 

To enter the Competition, participants must:

  • Post a photo on their public social media account using the hashtag #billingsbestsummerever
  • Tag the Organiser's official social media account in the post @billingaquadrome
  • Each participant may submit up to 10 entries.
  • Entries must be posted by 23:59 on the closing date of the Entry Period.

 

By entering the Competition, participants grant the Organiser a perpetual, irrevocable, worldwide, royalty-free, and non-exclusive license to use, reproduce, distribute, display, and create derivative works of the submitted photos in any media now known or hereafter developed, for any purpose, including but not limited to advertising and promotional materials, without further compensation, notification, or permission.

 

Winners will be selected at random from all of the submissions received.

 

The prize for the Competition is as follows:

  • One entry picked at random will win a 4 night holiday for 2 adults and 2 children at Billing Aquadrome at off-peak times only in 2024 or 2025.

 

Winner will be notified via direct message on the social media platform they used to enter the Competition within 30 days of the closing date.

Winner must respond to the notification within 14 days to claim their prize. Failure to respond within this time period may result in forfeiture of the prize and selection of an alternate winner.

 

The Organiser reserves the right to cancel, terminate, modify, or suspend the Competition in whole or in part, at its sole discretion, if it determines that the Competition is not capable of being conducted as planned for any reason.

 

15. Sign Up Competition 'Win a holiday' Terms and Conditions

  1. To enter, you must join our mailing list with your email address and full name

  2. The competition will run from 23/05/2024 until 31/07/2024

  3. The winner will be drawn by 07/08/2024

  4. The winner will be contacted via email by 12/08/2024 and the prize must be redeemed within 1 month

  5. The competition winner will receive a 4 nights holiday in a caravan for a family of 4 (2 adults and 2 children) and there is no cash alternative

  6. The holiday must be taken during non-peak times throughout 2024 or 2025

  7. The competition is in no way associated with Facebook or Instagram

    By entering the competition you agree to receive marketing communications from Meadow Bay Villages, you may change your preferences at any time.

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