General

These terms and conditions cover events that are organised and run by South West Youth Ministries (SWYM). SWYM have the right to refuse admission or evict ticket holders due to unacceptable behaviour with the potential to cause damage, nuisance or injury. SWYM accepts no responsibility for any personal property during our events. All attendees (young people, leaders, team members) must agree to adhere to the event rules.

Registration

SWYM use TiTo (https://ti.to/) as the booking system for events. Tickets can be purchased using the online system or by telephone. Tickets booked by telephone will be manually entered on the booking system. Your booking confirmation will be automatically emailed to you and this will act as your proof of purchase. If you have not received your booking confirmation within an hour of paying for the order, we request that you contact us by email for further advice.

Prices & Payment

Payments may be made by debit or credit card using our payment processor. Alternative payment arrangements via bank transfer may be agreed by SWYM at our discretion. If paying by bank transfer, payments must be made within 14 days of invoice, or the start date of the event, whichever is earliest. Your order will be cancelled and tickets will be released if payment is not received within this payment deadline. If your ticket cost reflects an early booking discount, full payment must be made before the end of the price break; if full payment is not made before the end of the price break, unpaid tickets will incur the price increase.

Transfers, Refunds & Cancellation

Once tickets are purchased, places may be transferred to another individual on request by the purchaser at SWYM’s discretion. If you are unable to transfer to another individual, tickets will only be refunded (either in full or partially) in extenuating circumstances. SWYM will make the final decision on what is considered as an extenuating circumstance. In the unfortunate circumstance that the event is cancelled, ticket holders will be offered a full refund on their tickets. If only one day or part of the event is cancelled, a partial refund may be offered corresponding to the number of days cancelled. In the event that refunds are offered, a member of the SWYM team will contact you within 28 days of the cancellation. SWYM will not be held responsible for any other costs incurred by delegates if the event is cancelled, such as travel or accommodation costs. SWYM have the right to amend or alter the event programme without being obliged to offer refunds to ticket holders.

Over 18 Bookings

A successful booking for those aged 18 or above at the start of the event is subject to a clear DBS check (if the role requires one). This must be checked by SWYM prior to the event, and cannot be completed on site.

Photography & Video

Throughout the event, SWYM’s media team will be taking photographs and video footage. They will be wearing a team badge as an identifier. All delegates consent to their image being used by their attendance at the event. Images may be used in printed publications, videos, websites and social media. Names will not appear in any published material in print or online.

Safeguarding

The SWYM safeguarding policy is available on our website here: https://swym.org.uk/safeguarding/

Data & Privacy

The SWYM Privacy Policy is available on our website here: https://swym.org.uk/privacy/

Legal

South West Youth Ministries is registered in England and Wales as a UK Charity, registration number 1086877, and our registered office is at Unit 10E, Millpark Industrial Estate, White Cross Road, Woodbury Salterton, Devon, EX5 1EL, United Kingdom. Nothing in these terms and conditions seeks to exclude any liability of SWYM for death or personal injury caused by its negligence, fraud or other type of liability which cannot by law be excluded or limited. SWYM may enforce these terms in accordance with the provisions of the Contracts (Rights of Third Parties) Act 1999 (the “Act”). Except as provided above, this agreement does not create any right enforceable by any person who is not a party to it under the Act, but does not affect any right or remedy that a third party has which exists or is available apart from that Act. These terms and conditions are governed by English Law and any disputes arising out of any transaction with SWYM are subject to the exclusive jurisdiction of the English Courts.

Our commitment

South West Youth Ministries (SWYM) is strongly committed to protecting the privacy of our users and clients. This Privacy Policy is intended to inform you how we gather, define and utilise your information. This policy applies to all information collected by us, or provided by you, on the SWYM website or in any other way (such by telephone or by email).

Information we collect

When you visit our website or contact us by email or telephone you may choose to provide us with personal information, for example your name, company name, email address and phone number (“Information”). You may provide us with Information in a number of ways: by supplying us with the Information as listed above, on an individual basis by completing a form on our website, signing up to receive a newsletter, registering for an event, applying to become a ministry partner, applying for one of our training courses or applying for a job; and by corresponding with us by email, in which case we may retain the content of your email messages together with your email address and our responses. Our website also collects non-personally identifiable information about your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our website.

Cookies

Like many other websites, SWYM’s website uses cookies and similar technologies such as tags and pixels (which we will refer to collectively as “Cookies”). Please see our Cookie Policy for further details of the Cookies used on the site and how you can block such Cookies.

How we use your personal information

When you provide personal information to us, we will use it for the purposes for which it was provided to us as stated at the point of collection (or as is obvious from the context of collection). Examples of the types of use are given in the ‘information we collect’ section above. The lawful basis for processing your data is based on our legitimate interest to do so in accordance with the context in which it was provided, to meet our contractual or legal obligations, or based on your consent, for example where you have signed up to receive a newsletter.

Data controller

South West Youth Ministries is the data controller of any personal information collected through the SWYM website. If you have questions on privacy issues, please contact us using the details below.

Security

We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Our website uses secure, password- and firewall-protected UK-based servers, and uses SSL encryption. You are responsible for keeping confidential the password you use for accessing our website; we will never ask you for your password (except when you log in to our website). Data processed by external processors, for example, service providers, Cloud services including storage, web sites etc. are compliant with this policy and the relevant legislation. Our staff are made aware of this policy and are required to respect the personal data and privacy of others and must ensure that appropriate protection and security measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to all personal data.

Disclosure of your information

We may disclose your personal information to our ministry partners, third party service providers who process information on our behalf, or to government bodies and law enforcement agencies, where this is necessary to meet the purpose for which you submitted the information, or where we are required to do so by law. As a result, your personal information may be transferred to countries outside the European Economic Area (EEA) and countries that do not have laws that provide specific protection for personal information. By submitting personal information to SWYM’s website, the visitor is providing explicit consent to the transfer of such information for the fulfilment of their voluntary requests as per the relevant privacy notice.

Sensitive personal information

Should you register for an event, or apply for a training course or job, with SWYM you may provide us with relevant information about yourself, including educational and employment background; medical information; and other information by answering questions on our application or registration forms. Event registrations are managed using third party services that are also connected to our websites. Otherwise, we ask that you not send us or disclose any sensitive personal information (for example, social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership) on or through our websites or via other means.

Parental consent

We require parental consent for anyone under the age of 16 who attends an event we run. In addition, children under the age of 13 who wish to register for an event must have a parent or guardian with legal responsibility complete their booking form in order for us to process their data.

Your consent

By using our website you consent to our collection and use of the Information as described in this Privacy Policy and in our Cookie Policy. If you do not consent to these terms, you should not use this website. If we change our privacy policies and procedures, we will post those changes on our website or otherwise notify you to keep you aware of what information we collect, how we use it and under what circumstances we may disclose it.

Third party sites

Please remember that when you use a link to go from our website to another website, our Privacy Policy is no longer in effect. Your browsing and interaction on any other website, including websites which are linked to ours is subject to that site’s own rules and policies.

Data retention

The personal information you submit to us will be retained for as long as is necessary for the purposes for which it was collected as outlined in this Privacy Policy, unless a longer retention period is permitted or required by law. When data held in accordance with this policy is destroyed, it will be destroyed securely in accordance with best practice at the time of destruction.

Your rights

We have a legal obligation to ensure that your information is kept accurate and up to date. Please assist us to comply with this obligation by ensuring that you inform us of any changes to your information. You have the right to request details of the information we hold about you and to delete or rectify any inaccurate information about you by sending us a written request to the address below. If you have a serious concern about how we handle your information, or you would like to lodge a complaint, you may do so by contacting The Information Commissioner’s Office.