British Associationof Snowsport Instructors
BASI Privacy and Data Protection Policy
1. Introduction
The British Association of Snowsport Instructors Limited, known as BASI, respects your privacy and is committed to protecting your personal data.
This Privacy and Data Protection Policy explains what personal data we collect, how we use it, who we may share it with, how long we keep it, and what rights you have.
This policy has been prepared in line with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
When we say “BASI”, “we”, “us” or “our”, we mean the British Association of Snowsport Instructors Limited.
BASI is the data controller for the personal data we collect and use. This means we are responsible for deciding how and why your personal data is used.
This policy applies when you use our website, become a BASI member, book a course, buy from us, contact us, attend an event, take part in BASI training or assessments, or otherwise interact with us.
This policy should be read alongside our Cookies Policy, which explains how we use cookies and similar technologies on our website.
2. Who this policy applies to
This policy applies to:
3. The personal data we collect
The personal data we collect depends on how you interact with BASI.
Information you give us
This may include:
Information connected to courses and membership
Because BASI is a membership and awarding organisation, we may also process information about:
Special category data
Some information is more sensitive and needs extra protection under data protection law. This is known as special category data.
We may process limited special category data where necessary, such as:
We only process this type of data where we have a lawful basis and an additional condition under UK data protection law. This may include explicit consent, where appropriate, or where processing is necessary for legal, safeguarding, health and safety, or substantial public interest reasons.
4. Information we collect automatically
When you visit our website, we may collect technical information such as:
We use this information to keep the website secure, understand how it is used, and improve the experience for members and visitors.
Non-essential analytics or marketing cookies are only used in line with our Cookies Policy and your cookie preferences.
5. Information we receive from others
We may receive personal data from third parties where relevant to BASI activity, including:
We will only use this information where we have a lawful basis to do so.
6. Why we use your personal data
We use personal data to run BASI properly and support our members.
This includes:
7. Our lawful bases for using personal data
We only use personal data where the law allows us to.
Depending on the situation, we may rely on one or more of the following lawful bases:
Contract
We process personal data where it is needed to provide membership, courses, assessments, qualifications, products or services you have requested.
Legal obligation
We process personal data where we need to comply with legal, financial, safeguarding, tax, employment, company or regulatory obligations.
Legitimate interests
We process personal data where it is necessary for BASI’s legitimate interests, provided your rights and freedoms do not override those interests.
This may include running BASI, maintaining accurate member records, improving our services, managing complaints, protecting our systems, communicating with members, and supporting the integrity of BASI qualifications.
Consent
We use consent where this is required, for example for certain marketing communications, optional cookies, or some uses of photos, video or sensitive information.
You can withdraw consent at any time where consent is the basis we are relying on.
Vital interests
In rare cases, we may process personal data where necessary to protect someone’s life or safety, for example in a serious incident or emergency.
8. Marketing and communications
We may send you service communications about your membership, bookings, qualifications, licence, payments, governance matters or important BASI updates. These are not optional marketing messages; they are part of how we manage your membership or relationship with BASI.
We may also send marketing or promotional communications, such as updates about courses, events, products, partnerships or opportunities, where we are allowed to do so.
You can update your communication preferences through your Members’ Area or unsubscribe from marketing communications where an unsubscribe option is provided.
We will not sell your personal data to third parties.
9. Photos and video
We may use photos or video for training, assessment, feedback, events, communications or promotional purposes.
Where photos or video are used for assessment or individual feedback, we will only use them for the relevant training or assessment purpose and keep them for a limited period.
Where we want to use identifiable photos or video for wider marketing or promotional purposes, we will rely on consent where appropriate.
You can contact us if you have concerns about a photo or video that includes you.
10. Who we share personal data with
We may share personal data where necessary with:
We only share the personal data needed for the relevant purpose.
Where possible, we will share the minimum information required. For example, where a partner only needs to confirm that someone is a current BASI member or eligible for a member benefit, we will not share wider membership, course or personal history unless it is needed for that purpose.
Where third parties process personal data on our behalf, we require them to protect it and only use it under our instructions.
We do not sell personal data to third parties.
11. Payments
Payments made through our website or payment links are processed by our payment provider.
BASI does not store full card details. Payment information is processed securely by the payment provider.
We may retain payment records, invoices and transaction references for finance, accounting, tax, audit and support purposes.
12. International transfers
Some of the systems and service providers we use may process personal data outside the UK.
Where this happens, we take steps to make sure personal data remains protected in line with UK data protection law. This may include using adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, or other appropriate safeguards.
13. How we keep your data safe
We use appropriate technical and organisational measures to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration or deletion.
These measures include access controls, secure systems, staff confidentiality obligations, supplier checks and appropriate security processes.
Where you have a password for the Members’ Area, you are responsible for keeping it confidential. Please do not share your password with anyone.
14. How long we keep your data
We only keep personal data for as long as we need it.
Because BASI is a membership and awarding organisation, some records need to be kept for a long time. This is particularly important for qualification and course achievement records. Members may return to BASI after many years away, and we need to be able to verify what they have already completed, confirm their qualification history, support their return to the pathway, and protect the integrity of BASI awards.
We do not keep all personal data indefinitely. Different types of information are kept for different periods depending on what the data is, why we need it, and whether there is a legal, financial, safeguarding, qualification, governance or legitimate operational reason to retain it.
Unless we tell you otherwise, our usual retention periods are:
Kept indefinitely
We may keep the following core records indefinitely, or for as long as BASI needs to maintain an accurate qualification and membership history:
These records allow us to confirm qualifications, support returning members, maintain historical accuracy, and avoid members having to repeat training or assessments they have already completed.
Kept for up to 20 years after membership ends
We may keep the following records for up to 20 years after membership ends, unless they form part of a core qualification or pathway record listed above:
Kept for up to 10 years
Kept for up to 6 years
Kept for up to 2 years
Kept for up to 3 months unless needed longer
Deleted or replaced after processing, unless we need to keep a record
In some cases, we may keep information for longer if required for legal, safeguarding, insurance, dispute resolution, qualification integrity, governance or regulatory reasons.
We review our retention approach regularly to make sure we are not keeping more personal data than we need.
15. Your rights
Under data protection law, you have rights over your personal data.
These include the right to:
These rights do not apply in every situation, and we may need to keep certain information where we have a legal, contractual, safeguarding, qualification, governance or legitimate reason to do so.
To exercise your rights, please contact us using the details below.
16. Automated decision-making
We do not make decisions that have a significant legal or similarly significant effect on you based solely on automated processing.
17. Links to other websites
Our website may include links to third-party websites, services or platforms.
We are not responsible for the privacy practices of those websites. We recommend reading their privacy information before providing personal data to them.
18. Changes to this policy
We may update this policy from time to time as our services, systems or legal requirements change.
The latest version will always be published on our website.
Last updated: 1 May 2026
Next review due: 1 May 2027
19. Contact us
Questions, comments or requests about this policy are welcomed.
BASI — British Association of Snowsport Instructors
50 Lothian Road
Festival Square
Edinburgh
EH3 9WJ
Email: basi@basi.org.uk
Phone: 01479 861717
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we use your personal data.