Who we are
‘We’ is actually just an individual Jeeper. Jeeptrek℠ is a brand name for events organised by Vincent Bentley. The events are mostly invitation only, like guests at a private party. Contributions towards costs and commercial sponsorship are welcome.
The website address is: https://jeeptrek.rocks
General contact email address is: admin@jeeptrek.rocks
The Data Protection Officer is Vincent Bentley, email address: dpo@jeeptrek.rocks
What personal data is collected and why
The purpose of a jeeptrek event is to provide an opportunity for the invited guests to enjoy driving their own Jeep off road in the company of other like minded individuals. As a social event it is both customary and polite to introduce ourselves to other attendees with whom we are conversing. Only information that is required to uniquely identify attendees and which is specific to their attendance and enjoyment of the event is collected.
In case of emergency, the following information is recorded on a sign-in sheet retained by the organiser of which each participant completes their relevant details. The sheet, a single document, will contain the following personal information that will be viewable to the other attendees present.
- First Name
- Last Name
- Full postal address
- Name of emergency contact
- Emergency contact phone number
Information stored in the website profile
Applicant’s and The Fellowship have control over the information that they provide which is recorded in their website account profile.
For the purpose of uniquely identifying attendees on this website and in digital communications, the following information is collected. It will be retained for a minimum of 12 months and a maximum of 24 months unless further authorisation to retain it is given by the data subject:
- Username
- First Name
- Last Name
- Email Address
For the purpose of mobile telephony communication before, during and after an event, the following information is collected. It will be retained for a minimum of 12 months and a maximum of 24 months unless further authorisation to retain it is given by the data subject:
- First Name
- Last Name
- Mobile Telephone Number
For the purpose of planning events, determining suitability, group assignment and identification, the following information is collected. It will be retained for a minimum of 12 months and a maximum of 24 months unless further authorisation to retain it is given by the data subject:
- Username
- Vehicle Make and Model
- Tyre diameter
- Suspension lift height
- Overall height of Jeep when loaded
Information collected specifically for an event
For the purpose of sending a physical invitation by postal mail and compliance with local laws and regulations, the following information is collected. It will be retained for 6 years:
- First Name
- Last Name
- Full UK Postal Address
- Vehicle Registration Mark
For the purpose of providing suitable meals, identifying allergy risks and compliance with local laws and regulations, the following information is collected. It will be retained for 6 years:
- First Name
- Last Name
- Dietary Requirements
For the purpose of providing event souvenirs, the following information may be collected. It will be retained for up to 24 months from the date of supply to the individual but is likely to be destroyed sooner:
- First Name
- Last Name
- T-Shirt Size (E.g. Small, Medium, Large etc.)
- T-Shirt Fitment Style (E.g Women’s slim fit, Man’s loose fitting etc.)
Location Data
Routes containing waypoints and trackpoints are published on this website as GPX files, usually in an archive container file format (ZIP).
Waypoints provide the latitude and longitude to specifically locate a point geographically. The name of the waypoint may associate it with an individual, corporation or landmark.
Contact records using publicly available information are published in text form and in QR encoded vCards so that they can be quickly imported into a smartphone or tablet computer device using a camera. The contact record will often include a URL that provides a geographical location of the contact subject using the What3Words service.
Meta Data
For the purpose of determining when to send an email request to reauthorise data retention, and when to delete an account, the following meta data is used. It will be retained for up to 24 months.
- Registration date – The date an application was submitted
- Last Login time and date
Photographic and Video Submissions
All copyrighted Photographic and Video submissions provided to jeeptrek (Vincent Bentley) will be received under a perpetual non-exclusive license grant from the copyright holder (and/or rights holder) for the purpose of documenting the event, promoting future events and the production and sale of souvenirs. Attendees of the event agree for their participation in the event to be photographed and recorded on video as a condition of attending.
Log Files
Currently under review for best practice. They will be retained for a minimum of 5 days but may be as long as 12 months.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Analytics
The jeeptrek website does not specifically collect any analytics from this website that will be shared with others.
As far as we know, there are no social media buttons or pixels on this website that can be used for tracking. If you find any, we will endeavour to make changes that will remove them. Anyone posting content for the purpose of conducting surveillance or analytics will be considered a hostile intruder conducting a security breach. Their account will be terminated immediately and their invitation withdrawn permanently. The authorities and other account holders will be notified within 72 hours of detecting the breach.
The components used in this website have been obtained from a variety of sources and may contain some telemetry. The website has been configured to accept automatic updates from providers. If the telemetry becomes intrusive, alternative components and providers will be sought.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who your data is shared with
If you request a password reset, your IP address will be included in the reset email. Automated email from the website is currently unencrypted so it can be viewed in transit by anyone with the capability to intercept it.
Applicant’s Data
An Applicant’s profile information is private to the Applicant. It is only shared with the website Administrator.
From time-to-time a recommendation report will be created manually by the Administrator that will include some or all of an Applicant’s profile information with additional information for The Fellowship to consider. The report is used to help decide which of the Applicants are invited to the next events. Successful Applicants will have their account status changed from Applicant to Driver and assigned to a group for the specific event. Following the event, new Drivers that attended will be added to The Fellowship group which gives them voting rights on the invitation list for future events.
Applicants cannot read posts or make new posts in any of the jeeptrek forums.
The Fellowship (Event Attendee’s) Data
The profile information of individuals in The Fellowship is visible to all in The Fellowship, past and present that have a valid login id.
The minimum access level required to post in the forum or blog is Passenger, Driver being the next level up. Drivers and Passengers can only post in the forum associated with the event they are invited to, but all attendees, past and present can read all of the forum posts.
Website and Email Log Files
May be shared with hosting provider and law enforcement agencies.
How long your data is retained
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For all that register on our website we store the personal information that they provide in their user profile. All authorised website users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
The default retention period is 12 to 24 months, except for data required for legal reasons which will be held for 6 years. A reauthorisation request to retain your data will be emailed to you before your account is deleted. Inactive accounts will automatically be deleted after 24 months and your submissions will be anonymised as ‘guest’ which will frustrate remaining website visitors unable to determine who wrote what. Unfortunately, your data cannot be reclaimed after it has been anonymised.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data may be sent
Search engines are currently discouraged.
Communications concerning a subject’s personal data are sent only to the email address that has already been stored in the account profile.
Visitor comments may be checked through an automated spam detection service.
A list of event attendee names and their vehicle registration numbers may be given to site owners if they request it. No contact details will be provided.
