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PRIVACY POLICY

Effective date: 28 August 2026

Cold Barrels Ltd (“Cold Barrels”, “we”, “us” or “our”) is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and share personal information when you use our website, make a booking, purchase or use a Membership, complete one of our forms or otherwise interact with Cold Barrels.

Cold Barrels Ltd
Company number: 16600309
Registered in England and Wales
Registered office: 1 Alvin Street, Gloucester, United Kingdom, GL1 3EJ

Cold Barrels Ltd is the data controller for the personal data described in this Privacy Policy.

For privacy enquiries, contact:

info@coldbarrels.co.uk

1. Information We Collect

Depending on how you interact with us, we may collect the following information.

Identity and Contact Information

  • first and last name;

  • email address;

  • phone number;

  • billing or postal address, where required;

  • postcode and country or region;

  • account details; and

  • Membership details.

Booking and Purchase Information

We may collect information including:

  • services booked;

  • booking dates and times;

  • Memberships purchased;

  • Membership status and renewal information;

  • Membership cancellation requests;

  • booking cancellations and rescheduling;

  • attendance and no-show information;

  • One-off Booking and Membership transaction records; and

  • payment-related records.

Payment card details are processed by our payment providers. Cold Barrels does not normally have access to your full payment card details.

Participant Information

Where a booking is made for another participant, we may receive information about that participant where necessary to administer the booking and participation requirements.

This may include the participant’s name, contact details or other information required for the booking or participation process.

Participants Aged 16–17

For participants aged 16–17, we may collect:

  • participant name;

  • participant date of birth;

  • parent or legal guardian name;

  • parent or legal guardian email address;

  • consent confirmations;

  • parent or legal guardian signature; and

  • date and time of form submission.

This information is used to confirm compliance with our age, consent and safeguarding requirements.

Website and Technical Information

Our website and service providers may collect technical information including:

  • IP address;

  • device information;

  • browser information;

  • website usage information; and

  • cookies and similar technologies.

Further information about cookies and your choices is provided through our cookie settings and any applicable cookie information displayed on our website.

2. Medical and Health Information

Cold Barrels does not require participants to provide medical conditions, medication information, pregnancy information or other medical history as part of our standard booking, Membership, Health & Safety Waiver or Under-18 Consent process.

Participants are responsible for deciding whether participation is suitable for them and should seek appropriate medical advice where necessary.

Health information may constitute special category personal data under UK data protection law.

If you voluntarily provide health information to Cold Barrels, we will only process it where necessary for the relevant purpose and where we have an appropriate lawful basis and, where required, an applicable condition for processing special category data.

We do not routinely seek or maintain medical records about participants.

3. How We Use Personal Data

We may use personal data to:

  • create and manage customer accounts;

  • process bookings and purchases;

  • administer Memberships;

  • manage Membership renewals and cancellation requests;

  • process payments and maintain transaction records;

  • send booking confirmations and reminders;

  • communicate booking changes or cancellations;

  • manage rescheduling and attendance;

  • verify applicable age and parent or legal guardian consent requirements;

  • administer Health & Safety Waiver and consent records;

  • respond to customer enquiries and complaints;

  • provide customer support;

  • protect the security of our customers, staff, website and business;

  • prevent misuse, fraud or abuse of our services;

  • establish, exercise or defend legal claims where necessary;

  • comply with legal, tax, accounting and regulatory obligations;

  • maintain and improve our services and customer experience; and

  • send marketing communications where permitted.

4. Lawful Bases for Processing

We process personal data only where we have an appropriate lawful basis.

The lawful basis used depends on the information concerned and the reason for processing it.

Contract

We may process personal data where necessary to enter into or perform a contract with you, including to:

  • provide services you purchase or book;

  • administer your Membership;

  • process payments;

  • manage your account;

  • manage bookings, cancellations and rescheduling;

  • process Membership renewal or cancellation requests; and

  • communicate with you about your booking, Membership or purchase.

Legitimate Interests

We may process personal data where necessary for our legitimate business interests, including:

  • operating and improving Cold Barrels;

  • managing bookings and customer relationships;

  • administering age and guardian-consent requirements;

  • protecting our customers, staff and business;

  • preventing misuse or fraud;

  • maintaining appropriate business and service records;

  • handling enquiries, complaints and disputes; and

  • establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we consider those interests against the rights and interests of the individuals concerned.

Legal Obligations

We may process or retain personal data where necessary to comply with legal, tax, accounting, regulatory or other obligations that apply to Cold Barrels.

Consent

Where we rely on consent, including for certain marketing activities, you may withdraw that consent at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Marketing Communications

Service-related communications are not marketing communications.

These may include:

  • booking confirmations;

  • booking reminders;

  • cancellations or schedule changes;

  • Membership administration;

  • renewal information;

  • responses to Membership cancellation requests;

  • payment or account information; and

  • important operational or safety information.

Where you separately choose to receive news, offers or promotions from Cold Barrels, we may send you marketing communications in accordance with your preferences and applicable law.

Marketing consent is optional and is not required to purchase, book or use our services.

You can unsubscribe from marketing communications at any time using the unsubscribe option provided in the communication or by contacting:

info@coldbarrels.co.uk

6. Sharing Personal Data

We may share personal data with trusted third parties where necessary to operate our business, provide our services or comply with legal obligations.

These may include:

  • website, customer-account and booking platform providers;

  • payment processors and payment service providers;

  • email and communications providers;

  • IT, software, hosting and data-storage providers;

  • accounting, legal and other professional advisers;

  • insurers, where relevant; and

  • regulatory, legal, law-enforcement or public authorities where disclosure is required or permitted by law.

Some providers process personal information on our behalf, while others may process information under their own legal responsibilities.

We do not sell personal data to third parties.

We do not share personal data with unrelated third parties for their own marketing purposes.

7. International Transfers

Some service providers we use may process or store personal data outside the United Kingdom.

Where personal data is transferred internationally, we use the transfer mechanisms and safeguards required by UK data protection law where applicable.

These may include transfers to countries covered by UK adequacy regulations or the use of appropriate contractual or other safeguards.

8. Data Retention

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, accounting, tax, safety, operational and dispute-resolution requirements.

Different categories of information may therefore be retained for different periods.

Financial and accounting records may need to be retained for up to six years or longer where required by law.

Booking, Membership, payment, consent, waiver and customer-service records will be retained for an appropriate period having regard to:

  • operational requirements;

  • legal and regulatory obligations;

  • safety considerations;

  • potential complaints or disputes; and

  • the establishment, exercise or defence of legal claims.

Marketing preferences may be retained where necessary to ensure that we respect an unsubscribe or opt-out request.

Information that is no longer required will be deleted, securely disposed of or anonymised where appropriate.

9. Data Security

We take reasonable technical and organisational measures designed to protect personal information against:

  • unauthorised access;

  • accidental or unlawful loss;

  • misuse;

  • alteration;

  • unauthorised disclosure; and

  • destruction.

Access to personal information is limited where appropriate to people and service providers who require it for legitimate business purposes.

However, no online or electronic system can guarantee absolute security.

10. Your Data Protection Rights

Depending on the circumstances and the applicable law, you may have rights including the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete personal data;

  • request deletion of personal data;

  • request restriction of processing;

  • object to certain processing;

  • request transfer of certain personal data to you or another organisation;

  • withdraw consent where processing is based on consent; and

  • object to the use of your personal data for direct marketing.

These rights are subject to applicable legal conditions and exceptions.

To exercise a data protection right, contact:

info@coldbarrels.co.uk

We may need to request reasonable information to verify your identity before responding to certain requests.

11. Right to Object

You have the right to object to the processing of your personal data in certain circumstances, including processing based on legitimate interests.

Where you object, we will consider whether there are compelling legitimate grounds for the processing or whether the information is required for the establishment, exercise or defence of legal claims.

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

Where you object to direct marketing, we will stop using your personal data for that purpose.

12. Complaints

If you have concerns about how Cold Barrels handles your personal data, please contact us first so that we have an opportunity to investigate and resolve the issue.

Contact:
info@coldbarrels.co.uk

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

13. Information About Other People

If you provide personal information about another person, for example when arranging a booking for another participant, you should ensure that you are entitled to provide that information and that the person is aware that Cold Barrels will process it for the relevant purpose.

Where appropriate, you should direct that person to this Privacy Policy.

Parent or legal guardian information submitted through the Under-18 Consent process will be linked to the participant for whom consent is provided.

14. Automated Decision-Making

Cold Barrels does not currently use personal data to make decisions about customers based solely on automated processing that produce legal or similarly significant effects.

15. Changes to This Privacy Policy

We may update this Privacy Policy where necessary to reflect changes in:

  • our services;

  • our systems or providers;

  • our data-processing practices; or

  • applicable legal or regulatory requirements.

The latest version will be published on our website with its effective date.

16. Contact

For questions about this Privacy Policy, how we use personal data or your data protection rights, contact:

Cold Barrels Ltd

Email:
info@coldbarrels.co.uk

Registered office:
1 Alvin Street
Gloucester
United Kingdom
GL1 3EJ

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