Reviewed and Updated April 30th 2023.

Please read all of the terms and conditions as when booking an event you are confirming that you agree to our terms and conditions.

Kindred Spirit Investigations - Terms and Conditions

AGE LIMITS

1.  No person under the age of 18 are permitted to attend any events with Kindred Spirit Investigations unless the event states that 16 years or over are allowed with parental accompaniment at all times throughout the event.

Paranormal Workshops will be held for clients from the age of 10-16. All minors should attend with a responsible adult that takes full responsibility for their children mental and physical wellbeing. Parents of minors when booking the workshops should make an informed decision as to the maturity level and suitability of the event for their child.

DISABILITY / MOBILITY

2. Several locations are unsuitable for clients with physical and psychological disabilities. At Kindred Spirit Investigations, we value all of our clients and aim to make our events accessible to all but unfortunately due to the conditions of some of the buildings and locations that we investigate, this is not always feasible, and we have to ensure that safety is paramount. If you would like any further information regarding our locations, please call us on 07500893903.

PREGNANCY

3. Due to the nature of our activities and locations we investigate, heavily pregnant women will not be allowed to any of our events. Those that are pregnant and in earlier stages do so at their own risk. Kindred Spirit Investigations will not be held responsible for accident or injury caused to a pregnant lady whilst visiting or investigating a location.

RESPECT

4. All clients will act in a responsible manner and respect the opinions and needs of others. You will not cause harm or injury to anyone else or put yourself or anyone else in danger. You will respect the nature of the event and behave accordingly. If your behaviour is found to be upsetting others, you will be asked to stop the behaviour and if this continues will be asked to leave without refund. If the behaviour persists the police will be called to attend all assaults on staff are routinely reported to the police. In such an event no refunds will be issued, and you will receive a ban from our events.

LEAVING THE EVENT

5. When leaving the event, you will ensure that you will respect the needs of nearby residents by leaving quietly and quickly.

ALCOHOL / DRUGS / LEGAL HIGHS

6. No one under the influence of alcohol, drugs or legal highs are permitted on any event with Kindred Spirit Investigations. If you appear to be under the influence of any substance and /or is suspected of bringing either alcohol or drugs to the event you will be asked to leave the event immediately and will not be refunded for any part of monies paid for the event. The staff at Kindred Spirit Investigations will use their own discretion and have the ultimate decision to evict anyone whom they consider to be behaving in an inappropriate manner. Anyone asked to leave an event will not be entitled to a refund.

SMOKING / VAPING

7. We are a nonsmoking company and we do not allow smoking at any of our events or venues. This includes candles and matches. Our team will not be using candles for experimental purposes for safety reasons.

SLEEPING FACILLITIES

8. Unless otherwise stated there are no sleeping facilities at our events. We suggest that you bring warm, comfortable, layered clothing and comfortable flat shoes.

PERSONAL PROPERTY

9. Kindred Spirit Investigations will not be liable for any damage or loss to property and personal equipment either on the journey to the event, during the event and on the journey back home from the event. This includes any damage that may be caused by any spiritual or poltergeist activity before, during or after the event.

ATTENDANCE ON EVENTS

10. It is important that each client is aware that they attend events at their own risk. Kindred Spirit Investigations accept no liability for any accident/incident/injury to a client however it may be caused. Kindred Spirit Investigations attempts to foresee any potential problems or hazards to eliminate them before the event. However, due to the nature of the events and locations, accidents can still happen. We encourage all of our clients to have their own third-party public liability insurance. Although Kindred Spirit Investigations has its own public liability insurance, some of our policies may not be covered due to the fact that some of the location boundaries are beyond the normal public access categories.

LEGAL LIABILITY / INDEMNITY

11. By accepting and agreeing with these terms and conditions you are further indemnifying the promoters/organisers/individuals from and against legal liability in respect of any claims, damages, costs, penalties, actions, demands, proceedings, any kind of legal suits, losses or expenses amounted in respect of or arising out of the injury to or the death of any person, or persons, or damage to any property arising from the clients participation and involvement in the event or activity at premises pertaining to the event.

DAMAGES

12. Kindred Spirit Investigations accepts no responsibility for any clothing, equipment, damage to vehicles, parking fines or clamping of vehicles. All property and effects belonging to you are your responsibility and we would urge you to protect your property and keep all said articles safe whilst attending an event.

CANCELLATION OF EVENTS – WEATHER / UNFORESEEN CIRCUMSTANCES

13. There are rare occasions when events are cancelled due to circumstances beyond the control of Kindred Spirit Investigations. If an event is cancelled with no alternative date, then we will provide you with a full refund of monies paid for the said event. We will endeavour to ensure if such an event occurs that every client is made aware of a cancelled event as soon as possible., Kindred Spirit Investigations will not refund any expenses incurred due to the cancellation of an event, this includes travel and hotel expenses.

OPEN AIR EVENTS

14. When any part of an event is in the open air, it is obviously going to be affected by the weather conditions. Although in very rare circumstances would this have an effect on the event, if it does Kindred Spirit Investigations reserves the right to move the event into covered conditions. However, this is rare, and it is the responsibility of the client to ensure that they are wearing appropriate clothing and are protected against the weather. In the event of severe adverse weather conditions, Kindred Spirit Investigations reserve the right to cancel an event. As much notice as possible will be given to client prior to travelling to the event. However, if the weather is such that any member of the Kindred Spirit Investigations Team is unable to reach the event the Kindred Spirit Investigations will deem the event to be inaccessible and therefore cancelled. This may happen as late as client travelling en route to the event. Kindred Spirit Investigations, will, however, endeavour to ensure that this is the very last option taken and will always work towards the event going ahead as planned.

MEDIUMS / INVESTIGATORS

15. Kindred Spirit Investigations only use responsible and reputable mediums and paranormal investigators. However, they can only offer you their own perspective and this should be considered when deciphering information. You are responsible for making your own decisions and act accordingly to your beliefs not the beliefs of others. Kindred Spirit Investigations recognise that statements are the sole opinion of the medium, host, or investigator and not a reflection of Kindred Spirit investigations policies and opinions. There are no guarantees in relation to what is truth and what may be an offered opinion.

GDPR

16. Any information that we receive from you or that is requested by us in relation to names, addresses, email addresses or contact telephone numbers is sensitive and will be respected as per GDPR laws.

MEDIUMS/PSYCHICS

17. Occasionally, we may endeavour to offer a psychic element to our events through the use of mediums and psychics, however this will not be a regular occurrence and there may be occasions where this is not possible. If you are booking the event on the basis of a Medium being present, then please contact 07500893903 for clarification prior to completing your order.

PARANORMAL ACTIVITY

18. Kindred Spirit Investigations hold all their events at locations that have had third party reports of paranormal activity witnessed by others. It is impossible to guarantee what activity may occur during an event. This may be minimal or very intense resulting in injury to yourself or clothing due to paranormal activity. Kindred Spirit Investigations accept no responsibility for whatever may occur as a result of any paranormal activity. It also accepts no responsibility if minimal or no activity is experienced on an event.

TRAVEL ARRANGEMENTS

19. Kindred Spirit Investigations suggest that due to the lateness of the investigations you make arrangements to ensure that you are not too tired to drive and perhaps book into a hotel or client house prior to the event. Kindred Spirit Investigations will not be responsible in any way for any reservation made or accidents that have happened before or after the event. Remember Tiredness Can Kill and consideration of travel and timings should be made prior to booking and attending the event.

NON-NEGOTIABLE TERMS

20. These terms and conditions are non-negotiable, and your booking of an event demonstrates acceptance by you, the client. These conditions and any contract into which they are incorporated shall be subject to English Law and the exclusive jurisdiction of the Courts of England.

USE OR PHOTOGRAPHY AND VIDEO

21. The use of cameras, filming and recording equipment is permitted on our events subject to limitations. Any footage caught is deemed to be for personal use only and not for public view or ownership of this footage either audio or visual belongs solely with Kindred Spirit Investigations. Before commencing video or audio capture, you must advise anybody being recorded so that they are aware and have the choice not to be included. It is also imperative that you seek consent from Kindred Spirit Investigations by email before releasing any audio or visual footage into the public domain and this includes social media sites such as Facebook, You Tube, Tik Tok, Instagram and personal websites. This is to ensure that our clients, events and our locations are not compromised or breeching GDPR guidelines in any way. Failure to comply with this could lead to legal action being taken. You may be asked to sign a disclaimer during your event and some locations do have limitations for filming to ensure the enjoyment of all clients.

SNACKS / ALLERGIES

22. Tea, coffee, chocolate biscuits, crisps and snacks will be served during the event, we do not cater for food allergies and contents of foods may be unmarked. Clients are permitted to bring their own snacks and refreshments although these need to be consumed at the allocated break times only to ensure that all clients have the best night possible.

CANCELLATIONS OF EVENTS BY KINDRED SPIRIT INVESTIGATIONS

23. In the unlikely event that a Kindred Spirit Investigations event is cancelled, clients will be offered a transfer to the same event at a later date, another event or a full refund and will ALWAYS be entitled to a full refund. Clients will be contacted through email or text message as soon as we are aware of the need to cancel an event and Kindred Spirit Investigations will amend or refund the booking as requested by the client.

DEPOSIT PAYMENTS

24. All deposits are nonrefundable. When a deposit has been paid this withholds others from purchasing tickets, if clients cannot make the event, it is your responsibility to pay for the event within one month prior to the event taking place. Any client that does not do this will have their tickets cancelled and the tickets will be put back on resale. To enable payment of the remaining balance an invoice, sent from Paypal, will be sent to the clients email that was provided upon booking.

CLIENT CANCELLATIONS

25. Our locations are paid for in advance, and Kindred Spirit Investigations are liable for these costs even if clients cannot make the event. Upon booking an event, clients pay a non-refundable deposit. Kindred Spirit Investigations is not responsible for changes in a client’s circumstances. When purchasing a ticket, the client is making an indication that they would like to attend the event and that they are able to do so without issue. Refunds for any cancellations will not be given within a month of the event.

Deposits are non-refundable and all payments there after towards the event are also non-refundable and non-transferable.

RESPECT POLICY

Kindred Spirit Investigations aim to host events that ensure that our clients feel safe and expect our clients to behave respectfully towards others at all times.

DIFFERENCES IN BELIEF / RELIGION

Kindred Spirit Investigations are an inclusive company. We are aware that clients attending our events may have differing opinions and views on the paranormal and expect clients to be respectful of differences of opinion. Any disrespectful behaviour can have an adverse effect on any event and cause others to become uncomfortable or upset.

DISRESPECTFUL BEHAVIOUR

Kindred Spirit Investigations will not accept any disrespectful behaviour. Any disrespectful or inappropriate behaviour will be dealt with swiftly and the client or clients responsible for the behaviour will be informed of the offending behaviour and warned to make an instant improvement otherwise they will be removed from the event. A second inappropriate or disrespectful action will lead to the client responsible being asked to leave the event. In this incident the client will not be entitled to a refund or any compensation for the event. If necessary, the police will be called to remove clients that are refusing or causing trouble.

REPORTING ABUSE

ALL physical and verbal abuse will be reported to police as routine practice and there will be no exceptions.

ALCOHOL / DRUGS

ABSOLUTELY NO ALCOHOL OR DRUGS ARE TO BE CONSUMED PRIOR TO OR DURING THE EVENT. There is zero tolerance with this, and any client thought to be under the influence of drugs or alcohol will not be allowed to take part in the event. We do not have to prove that you are under the influence but can act accordingly if we believe this to be the case.

We would be grateful if you could contact us as soon as possible to let us know if you are unable to attend an event, even if it is on the day of event so that we are aware that you will not be arriving and can inform our staff.

PRIVACY POLICY

This privacy policy applies between you, the User of this Website and Kindred Spirit Investigations, the owner and provider of this Website. Kindred Spirit Investigations takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website. Please read this privacy policy carefully.

DEFINITIONS AND INTERPRETATION

In this privacy policy, the following definitions are used:

Data: collectively all information that you submit to Kindred Spirit Investigations via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Act 1998;

We or us: Kindred Spirit Investigations

User or you: any third party that accesses the Website and is not either (i) employed by Kindred Spirit Investigations and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Kindred Spirit Investigations and accessing the Website in connection with the provision of such services; and

Website: the website that you are currently using, http://www.kindredspiritinvestigations.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

In this privacy policy, unless the context requires a different interpretation:

the singular includes the plural and vice versa;
references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;
a reference to a person includes firms, companies, government entities, trusts and partnerships;
"including" is understood to mean "including without limitation";
reference to any statutory provision includes any modification or amendment of it;
the headings and sub-headings do not form part of this privacy policy.

SCOPE OF THIS PRIVACY POLICY

This privacy policy applies only to the actions of Kindred Spirit Investigations and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

DATA COLLECTED

We may collect the following Data, which includes personal Data, from you:

Name
Contact Information such as email addresses and telephone numbers;
IP address (automatically collected);

in each case, in accordance with this privacy policy.

OUR USE OF COOKIES
Necessary cookies

We use necessary cookies to make our site work and enable core functionality such as security, network management, and accessibility. You may disable these by changing your browser settings, but this may affect how the website functions.

Analytical cookies

We may choose to use analytical cookies to help us provide you with the best possible experience by collecting and reporting information on how the website is used. The cookies collect information in a way that does not directly identify anyone. If you prefer not to allow us to accept these cookies you can adjust permissions by clicking the cookie symbol at the bottom left corner of this page.

OUR USE OF DATA

For purposes of the Data Protection Act 1998, Kindred Spirit Investigations is the "data controller".

We will retain any Data you submit for an unlimited period.

Unless we are obliged or permitted by law to do so, and subject to any third party disclosures specifically set out in this policy, your Data will not be disclosed to third parties. This our affiliates and / or other companies within our group.

All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998. For more details on security see the clause below (Security).

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

internal record keeping;
transmission by email of promotional materials that may be of interest to you;

in each case, in accordance with this privacy policy.

THIRD PARTY WEBSITES AND SERVICES

Kindred Spirit Investigations may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. The providers of such services have access to certain personal Data provided by Users of this Website.

LINKS TO OTHER WEBSITES

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

CHANGES OF BUSINESS OWNERSHIP AND CONTROL

1. Kindred Spirit Investigations may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Kindred Spirit Investigations. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

We may also disclose Data to a prospective purchaser of our business or any part of it.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

CONTROLLING USE OF YOUR DATA

Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:

use of Data for direct marketing purposes;
sharing Data with third parties.

FUNCTIONALITY OF THE WEBSITE

To use all features and functions available on the Website, you may be required to submit certain Data.

ACCESSING YOUR OWN DATA

You have the right to ask for a copy of any of your personal Data held by Kindred Spirit Investigations (where such Data is held) on payment of a small fee, which will not exceed £10.

SECURITY

Data security is of great importance to Kindred Spirit Investigations and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.

If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.

We endeavour to do our best to protect your personal Data. However, transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.

TRANSFERS OUTSIDE THE EUROPEAN ECONOMIC AREA

Data which we collect from you may be stored and processed in and transferred to countries outside of the European Economic Area (EEA). For example, this could occur if our servers are located in a country outside the EEA or one of our service providers is situated in a country outside the EEA. These countries may not have data protection laws equivalent to those in force in the EEA.

If we transfer Data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected as outlined in this privacy policy. You expressly agree to such transfers of Data.

GENERAL

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

CHANGES TO THIS PRIVACY POLICY

Kindred Spirit Investigations reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact Kindred Spirit Investigations by email at info@kindredspiritinvestigations.co.uk.

Updated 06 01 2023. This policy will be reviewed annually.

Although we attempt to cater for everyone in the community, at times and due to the nature of the properties that we investigate, some of the events and locations are not suitable for those with walking / mobility difficulties, pregnant ladies or those with mental health conditions. As every venue is different, please message the page for more information.

It is advised that you always use a torch during the investigation and warm layered clothing and suitable, comfortable shoes such as trainers or pumps that will be good for stepping on uneven surfaces.

Over 18 only and any one under the influence of alcohol, drugs or faking activity will be asked to leave and will not be entitled to a refund.

Reviewed and updated 30th May 2023

GDPR – STATEMENT OF INTENT

Kindred Spirit Investigations is required to keep and process certain information about its staff members and guests in accordance with its legal obligations under the General Data Protection Regulation (GDPR). Kindred Spirit Investigations may, from time to time, be required to share personal information about its staff or guests with other organisations, on the rare occasion that the venue managers that we hire venues from may request guest lists for disclaimer purposes for example.

This policy is in place to ensure that all staff and Kindred Spirit Investigations guests are aware of their responsibilities and outlines how Kindred Spirit Investigations complies with the core principles of the GDPR. Organisational methods for keeping data secure are imperative, and Kindred Spirit Investigations believes that it is good practice to adopt clear practical policies, backed up by written procedures.

This policy complies with the requirements set out in the GDPR, which will came into effect on 25 May 2018. The government has confirmed that the UK’s decision to leave the EU will not affect the commencement of the GDPR.

Data that will be kept by Kindred Spirit Investigations for guests may be: Name, Address, Mobile Number / Phone Number, email address and images / videos whilst partaking in events. No other information will be processed and obtained. Account details are held by outside agencies – Stripe, Paypal and DotGo.

Data kept by Kindred Spirit Investigations for staff may be: Name, Address, Bank  Account Details and Next of Kin. Images and videos of the staff will also be obtained and used for social media purposes.

Legal framework

This policy has due regard to legislation, including, but not limited to the following:

• The General Data Protection Regulation (GDPR)

• The Freedom of Information Act 2000

 • The Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004

This policy will also have regard to the following guidance:

• Information Commissioner’s Office (2017) ‘Overview of the General Data Protection Regulation (GDPR)’

• Information Commissioner’s Office (2017) ‘Preparing for the General Data Protection Regulation (GDPR) 12 steps to take now’ 

Applicable data

For the purpose of this policy, personal data refers to information that relates to an identifiable, living individual, including information such as an online identifier, e.g. an IP address. The GDPR applies to both automated personal data and to manual filing systems, where personal data is accessible according to specific criteria. Sensitive personal data is referred to in the GDPR as ‘special categories of personal data’, which are broadly the same as those in the Data Protection Act (DPA) 1998.

Principles

In accordance with the requirements outlined in the GDPR, personal data shall be:

• Processed lawfully, fairly and in a transparent manner in relation to individuals.

• Collected for organisational, accounting, advertising and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

 • Accurate and, where necessary, kept up-to-date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.

• Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods, where guests have opted to subscribe to our newsletter and for reference to event attendance for accounting purposes.

 • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

The GDPR also requires that “the controller shall be responsible for, and able to demonstrate, compliance with the principles”.

Accountability

  Kindred Spirit Investigations shall implement appropriate technical and organisational measures to demonstrate that data is processed in line with the principles set out in the GDPR.

Kindred Spirit Investigations will provide comprehensive, clear and transparent privacy policies, which shall be followed by all members of staff.

Additional internal records of Kindred Spirit Investigations processing activities shall be maintained and kept up-to-date.

Internal records of processing activities will include the following:

Staff Members:

• Name and address of staff member

 • Next of kin details

• Account details to allow wages to be paid

Guests:

• Name / Address of guests

• Contact number – mobile or house phone

 • Email address

Information of the above will be held on DotGo, Paypal or Stripe systems. All of these are out of the control of Kindred Spirit Investigations but can be accessed by Kindred Spirit Investigations.

Kindred Spirit Investigations shall implement measures that meet the principles of data protection by design and data protection by default, such as:

• Data minimisation.

• Transparency.

• Continuously creating and improving security features.

Data protection officer (DPO)

Mrs Melanie Clements is the DPO representing Kindred Spirit Investigations.

 The DPO shall be appointed in order to :

 • Inform and advise the Kindred Spirit Investigations and its employees about their obligations to comply with the GDPR and other data protection laws.

 • Monitor compliance with the GDPR and other laws, including managing internal data protection activities.

The individual appointed as DPO shall have professional experience and knowledge of data protection law, particularly that in relation to public events.

Lawful processing

 The legal basis for processing data shall be identified and documented prior to data being processed.

Kindred Spirit Investigations act as a data processor; however, this role may also be undertaken by other third parties.

Under the GDPR, data shall be lawfully processed under the following conditions:

•     The consent of the data subject has been obtained.

•     Lists may be formulated identifying name only for groupings on events.

 Consent

Consent shall be sought prior to processing any data which cannot be done so under any other lawful basis, such as complying with a regulatory requirement.

Consent must be a positive indication. It cannot be inferred from silence, inactivity or pre-ticked boxes.

Consent shall only be accepted where it is freely given, specific, informed and an unambiguous indication of the individual’s wishes.

 Kindred Spirit Investigations shall ensure that consent mechanisms meet the standards of the GDPR.

Consent accepted under the DPA shall be reviewed to ensure it meets the standards of the GDPR; however, acceptable consent obtained under the DPA will not be reobtained.

Consent can be withdrawn by the individual at any time.

The right to be informed

 The privacy notice supplied to individuals in regards to the processing of their personal data shall be written in clear, plain language which is concise, transparent, easily accessible and free of charge.

 If services are offered directly to a child, the school shall ensure that the privacy notice is written in a clear, plain manner that the child will understand.

  In relation to data obtained both directly from the data subject and not obtained directly from the data subject, the following information shall be supplied within the privacy notice:

• The contact details of the controller (Kindred Spirit Investigations), and where applicable.

 • The purpose of, and the legal basis for, processing the data.

• The legitimate interests of the controller or third party.

• Any recipient or categories of recipients of the personal data.

 • The existence of the data subject’s rights, including the right to: — Withdraw consent at any time.

 In relation to data that is not obtained directly from the data subject, this information shall be supplied:

 • Within one month of having obtained the data.

 • If disclosure to another recipient is envisaged, at the latest, before the data are disclosed.

 • If the data are used to communicate with the individual, at the latest, when the first communication takes place.

The right of access

Staff and Guests have the right to obtain confirmation that their data is being processed.

Staff and guests have the right to submit a subject access request (SAR- Service Access Request) to gain access to their personal data in order to verify the lawfulness of the processing.

Kindred Spirit Investigations shall verify the identity of the person making the request before any information is supplied.

 A copy of the information shall be supplied to the individual free of charge; however, Kindred Spirit Investigations may impose a ‘reasonable fee’ to comply with requests for further copies of the same information.

 Where a SAR has been made electronically, the information will be provided in a commonly used electronic format.

Where a request is manifestly unfounded, excessive or repetitive, a reasonable fee will be charged.

All fees will be based on the administrative cost of providing the information.

 All requests shall be responded to without delay and at the latest, within one month of receipt.

 In the event of numerous or complex requests, the period of compliance will be extended by a further two months. The individual will be informed of this extension, and will receive an explanation of why the extension is necessary, within one month of the receipt of the request.

Where a request is manifestly unfounded or excessive, Kindred Spirit Investigations holds the right to refuse to respond to the request. The individual will be informed of this decision and the reasoning behind it, as well as their right to complain to the supervisory authority and to a judicial remedy, within one month of the refusal.

 In the event that a large quantity of information is being processed about an individual, Kindred Spirit Investigations will ask the individual to specify the information the request is in relation to.

The right to rectification

 Individuals are entitled to have any inaccurate or incomplete personal data rectified.

Where the personal data in question has been disclosed to third parties, Kindred Spirit Investigations will inform the third parties of the rectification where possible.

Where appropriate, Kindred Spirit Investigations will inform the individual about the third parties that the data has been disclosed to.

 Requests for rectification shall be responded to within one month; this will be extended by two months where the request for rectification is complex.

Where no action is being taken in response to a request for rectification, Kindred Spirit Investigations shall explain the reason for this to the individual, and will inform them of their right to complain.

The right to Delete

Individuals hold the right to request the deletion or removal of personal data where there is no compelling reason for its continued processing.

 Individuals have the right to erasure in the following circumstances:

 • Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed

 • When the individual withdraws their consent

 • When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing

 • The personal data was unlawfully processed

• The personal data is required to be erased in order to comply with a legal obligation

Kindred Spirit Investigations has the right to refuse a request for erasure where the personal data is being processed for the following reasons:

• To exercise the right of freedom of expression and information

• To comply with a legal obligation for the performance of a public interest task or exercise of official authority

• Where personal data has been disclosed to third parties, they shall be informed about the erasure of the personal data, unless it is impossible or involves disproportionate effort to do so.

The right to restrict processing

Individuals have the right to block or suppress Kindred Spirit Investigations processing of personal data.

 In the event that processing is restricted, Kindred Spirit Investigations shall store the personal data, but not further process it, guaranteeing that just enough information about the individual has been retained to ensure that the restriction is respected in future.

Kindred Spirit Investigations shall restrict the processing of personal data in the following circumstances:

• Where an individual contests the accuracy of the personal data, processing shall be restricted until Kindred Spirit Investigations has verified the accuracy of the data

 • Where an individual has objected to the processing and Kindred Spirit Investigations is considering whether their legitimate grounds override those of the individual

• Where processing is unlawful and the individual opposes erasure and requests restriction instead

• Where Kindred Spirit Investigations no longer needs the personal data but the individual requires the data to establish, exercise or defend a legal claim

 If the personal data in question has been disclosed to third parties, Kindred Spirit Investigations shall inform them about the restriction on the processing of the personal data, unless it is impossible or involves disproportionate effort to do so.

Kindred Spirit Investigations shall inform individuals when a restriction on processing has been lifted.

The right to object

Kindred Spirit Investigations shall inform individuals of their right to object at the first point of communication, and this information will be outlined in the privacy notice and explicitly brought to the attention of the data subject, ensuring that it is presented clearly and separately from any other information.

Individuals have the right to object to the following:

• Processing based on legitimate interests or the performance of a task in the public interest

• Direct marketing

• An individual’s grounds for objecting must relate to his or her particular situation.

Where personal data is processed for direct marketing purposes:

• Kindred Spirit Investigations shall stop processing personal data for direct marketing purposes as soon as an objection is received.

 • Kindred Spirit Investigations cannot refuse an individual’s objection regarding data that is being processed for direct marketing purposes.

Data breaches

The term ‘personal data breach’ refers to a breach of security which has led to the destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.

The DPO shall ensure that all staff members are made aware of, and understand, what constitutes a data breach as part of their training.

Where a breach is likely to result in a risk to the rights and freedoms of individuals, the relevant supervisory authority shall be informed.

All notifiable breaches shall be reported to the relevant supervisory authority within 72 hours of the academy becoming aware of it.

Failure to report a breach when required to do so may result in a fine, as well as a fine for the breach itself.

Data security

 Confidential paper records shall be kept in a locked filing cabinet, drawer or safe, with restricted access.

 Digital data shall be coded, encrypted or password-protected, both on a local hard drive and on a network drive that is regularly backed up off-site.

Memory sticks shall not be used to hold personal information unless they are password-protected and fully encrypted.

To limit the risk of data falling into the wrong hands the DPO will be the only individual responsible for viewing, storing and usage of data. No other member of staff will be able to access this.

Photography and Video

Guests are notified and informed via email that staff and guests may take photographs for use on social media prior to the event. They are asked to inform Kindred Spirit Investigations prior to the event should they wish their images not to be taken. The email states that permission is granted for social media if a guest does not respond to the email.

Staff and guests may have photos and videos of them taken throughout the event. Guests have the right to have these images removed  at any time and should inform us as soon as possible if they wish for any removal of images.

Kindred Spirit Investigations shall notify all guests and staff the purpose for collecting images

Kindred Spirit Investigations shall always indicate its intentions for taking photographs of pupils and shall obtain permission before publishing them.

Data retention

Data shall not be kept for longer than is necessary.

Unrequired data shall be deleted as soon as practicable.

Paper documents shall be shredded or pulped, and electronic memories scrubbed clean or destroyed, once the data should no longer be retained.

Policy Review

This policy will be reviewed