Privacy Policy

Heroes On The Water (Isle of Man) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit https://heroesonthewater.im/, contact us, make a donation, attend an event, volunteer with us or participate in one of our activities.

1. Who we are

Heroes On The Water (Isle of Man) is a Manx registered charity that supports veterans, serving and former emergency service personnel, other uniformed members of the public and their families through kayaking, kayak angling and other supportive activities.

Our details are:

Charity name: Heroes On The Water (Isle of Man)
Manx registered charity number: 1248
Registered address: 5 Carnane View, Ballakilley, Port St Mary, Isle of Man, IM9 5NR
Email: heroesonthewateriom2026@outlook.com
Telephone: 07624 336380
Website: https://heroesonthewater.im/

For the purposes of applicable data protection legislation, Heroes On The Water (Isle of Man) is the data controller for the personal information covered by this Privacy Policy.

2. The information we may collect

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

• Your name.

• Your email address.

• Your telephone number.

• Your postal address.

• Information contained in messages or enquiries you send to us.

• Details provided when registering for an event or activity.

• Emergency contact information.

• Information relating to volunteering, fundraising or supporting the charity.

• Donation information, including the amount and date of a donation.

• Gift Aid or other tax-related information, where applicable.

• Photographs, video recordings or testimonials, where appropriate permission has been obtained.

• Technical information such as your Internet Protocol address, browser type, device information and website usage data.

• Any other information you choose to provide to us.

Because of the nature of our work, you may occasionally provide information concerning your physical or mental health, disability, military service, emergency service employment or personal circumstances.

We will only collect such information where it is necessary to provide appropriate assistance, ensure your safety, administer an activity or meet our legal obligations.

Please do not provide sensitive personal information through the website’s general contact form unless it is necessary for your enquiry.

3. How we collect your information

We may collect personal information when you:

• Submit an enquiry through our website.

• Contact us by telephone, email, post or social media.

• Register for or participate in an event, activity or programme.

• Make a donation.

• Apply to volunteer with us.

• Become a supporter, partner or fundraiser.

• Subscribe to updates or communications.

• Complete a consent, participation, safety or medical information form.

• Provide feedback, a testimonial, photograph or video.

• Browse or interact with our website.

We may also receive information from a family member, referral organisation, healthcare professional, employer, emergency service, military organisation or another person acting on your behalf. Where appropriate, we will explain how we received your information.

4. How we use your information

We may use your personal information to:

• Respond to questions and enquiries.

• Assess whether our activities are appropriate for you.

• Arrange your participation in activities and events.

• Support your health, wellbeing and safety during an activity.

• Contact an emergency contact where necessary.

• Process and acknowledge donations.

• Manage volunteers, supporters, partners and fundraising activities.

• Maintain attendance, safety and operational records.

• Communicate important information about an activity or event.

• Send news or fundraising communications where we have permission or another lawful basis to do so.

• Manage our website and improve its content and performance.

• Prevent fraud, misuse, spam and security incidents.

• Maintain our financial and charity administration records.

• Comply with our legal, regulatory, safeguarding and insurance obligations.

• Establish, exercise or defend legal claims.

We will not sell or rent your personal information to third parties.

5. Our lawful bases for processing

We will only process personal information where we have a lawful reason to do so.

Depending on the circumstances, we may rely on:

Consent

We may rely on your consent when:

• Sending optional marketing or fundraising communications.

• Publishing a photograph, video, testimonial or personal story.

• Processing certain sensitive personal information.

• Sharing information in circumstances where your permission is required.

You may withdraw your consent at any time by contacting us. Withdrawal will not affect processing that took place before consent was withdrawn.

Contract

We may process information where it is necessary to provide an activity, service or event for which you have registered or to take steps at your request before providing it.

Legal obligation

We may process information to comply with charity, accounting, tax, safeguarding, health and safety, insurance, reporting or other legal obligations.

Legitimate interests

We may process information where it is reasonably necessary for the legitimate interests of the charity, provided that those interests do not override your rights and freedoms.

Our legitimate interests may include:

• Responding to enquiries.

• Operating and improving the charity.

• Maintaining relationships with supporters.

• Protecting our website, systems, participants and volunteers.

• Keeping appropriate records.

• Promoting the charity’s work.

• Preventing fraud and misuse.

Vital interests

In an emergency, we may use or share information where it is necessary to protect your life or the life of another person.

6. Sensitive personal information

Information concerning health, disability or other particularly sensitive matters is given additional protection under data protection law.

We will normally process this information only where:

• You have given explicit consent.

• It is necessary to protect someone’s vital interests.

• It is necessary to establish, exercise or defend legal claims.

• Another condition permitted by law applies.

Access to sensitive personal information will be limited to those who genuinely need it.

7. Children and young people

Our services and activities may occasionally involve children or young people.

Where personal information is collected about a child, we will take appropriate steps to obtain permission from a parent, guardian or other person with parental responsibility where required.

We will apply appropriate safeguarding procedures and will not knowingly use a child’s personal information for marketing without suitable permission.

8. Donations and payment information

Where online donations are available, payment information will normally be processed securely by the payment provider identified during the donation process.

Heroes On The Water (Isle of Man) does not normally receive or store your full debit or credit card details.

The payment provider will process your information under its own privacy policy and terms.

We may retain information such as your name, contact details, donation amount, transaction reference and donation date for accounting, acknowledgment and regulatory purposes.

9. Sharing your information

We may share personal information with trusted third parties where this is necessary and lawful.

These may include:

• Website hosting and technical support providers.

• Email and communications providers.

• Online payment and donation providers.

• Accountants, auditors and professional advisers.

• Insurers.

• Event organisers, instructors or activity providers.

• Medical, emergency or safeguarding professionals.

• Government departments, regulators, courts or law enforcement bodies.

• Organisations assisting with referrals or participant support.

Third-party service providers acting on our behalf are only permitted to use personal information for the agreed purpose and must take appropriate steps to protect it.

We may disclose information without consent where required by law or where necessary to protect someone from serious harm.

10. International transfers

Some of our service providers may store or process information outside the Isle of Man.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include using a country recognised as providing adequate protection or using approved contractual safeguards.

11. How long we retain information

We will retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Retention periods may vary depending on:

• The nature of our relationship with you.

• Health and safety requirements.

• Safeguarding requirements.

• Insurance conditions.

• Financial and charity reporting obligations.

• The need to respond to complaints or legal claims.

General enquiries will normally be retained only for as long as necessary to respond and complete any appropriate follow-up.

Financial and donation records may be retained for the period required by accounting, tax and charity legislation.

Information that is no longer required will be securely deleted, destroyed or anonymised.

12. How we protect your information

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

• Unauthorised access.

• Accidental loss.

• Misuse.

• Alteration.

• Disclosure.

• Destruction.

Measures may include access controls, password protection, secure systems, staff and volunteer guidance, limited access to sensitive records and appropriate backup procedures.

No website, email system or method of electronic storage is completely secure. You should therefore avoid submitting unnecessary sensitive information through ordinary email or website forms.

13. Cookies and website analytics

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that help a website function, remember preferences, maintain security and understand how visitors use the website.

Cookies may include:

• Strictly necessary cookies required for the website to work.

• Security and spam-prevention cookies.

• Preference or functionality cookies.

• Analytics cookies that help us understand website use.

• Third-party cookies associated with embedded content, videos, maps, social media or payment services.

Where required, non-essential cookies will only be used after you have provided consent through the website’s cookie controls.

You can also restrict or delete cookies through your browser settings. Disabling certain cookies may affect how the website functions.

14. Embedded content and third-party websites

Our website may include links to or embedded content from third-party websites, including social media platforms, video services, donation providers and partner organisations.

These third parties may collect information about you, use cookies or track your interaction with their services.

We do not control the privacy practices of external websites. You should review their privacy policies before providing personal information.

15. Photographs, videos and case studies

We may take photographs or recordings at events and activities to document and promote our work.

Where an individual is clearly identifiable and is the main subject of the material, we will normally obtain appropriate consent before using it publicly.

You may withdraw your consent for future use by contacting us. We will take reasonable steps to remove the material from channels under our control, although we may not be able to remove copies already shared, printed or republished by others.

16. Marketing and fundraising communications

We may contact you with news, events, fundraising appeals or information about our work where:

• You have asked to receive such communications.

• You have given your consent.

• We have another lawful basis to contact you.

You can unsubscribe at any time by using the unsubscribe option contained in a communication or by contacting us directly.

You have the right to object to the use of your personal information for direct marketing at any time.

17. Your rights

Subject to applicable law and any relevant exemptions, you may have the right to:

• Be informed about how your information is used.

• Request access to your personal information.

• Ask us to correct inaccurate or incomplete information.

• Ask us to erase your information.

• Ask us to restrict how your information is used.

• Object to certain types of processing.

• Withdraw consent where processing is based on consent.

• Receive certain information in a portable format.

• Complain to the Isle of Man Information Commissioner.

• Ask for information about safeguards used for international transfers.

These rights do not apply in every circumstance. For example, we may need to retain certain information to comply with a legal obligation.

To exercise a right, contact us using the details below. We may need to ask for evidence of identity before fulfilling a request.

18. Complaints

Please contact us first if you have concerns about how we have handled your personal information. We will try to resolve the matter promptly.

You also have the right to complain to the Isle of Man Information Commissioner.

Information about the Commissioner and the complaints process is available through the Isle of Man Government website.

19. Contacting us

Questions, requests or complaints concerning this Privacy Policy or your personal information should be sent to:

Heroes On The Water (Isle of Man)
5 Carnane View
Ballakilley
Port St Mary
Isle of Man
IM9 5NR

Email: heroesonthewateriom2026@outlook.com
Telephone: 07624 336380

20. Changes to this Privacy Policy

We may update this Privacy Policy occasionally to reflect changes to our activities, website, service providers or legal obligations.

The latest version will be published on this page with the updated revision date.