Any questions you have in relation to this policy or how we use your personal data should be sent to firstname.lastname@example.org or addressed to The Data Protection Officer, Sundial Cottage, London City Road, Wilby, IP21 5LT.
How we use your personal information
Personal information provided by you will be used for the purposes outlined at the time you complete a booking form to attend an event or course being run by Charlotte’s Wood in accordance with the preferences you express.
Personal data collected and processed by us may be used for the following purposes:
- Communication in relation to Charlotte’s Wood training, sessions and events
- Research and statistical analysis
- Communication about follow-on events/activities to those which you have attended
We will ensure that any marketing communications you receive from us are relevant, for example tailored to interest you have shown through attending an event. There will be an option provided in any marketing emails you receive to unsubscribe from receiving future emails.
Personal data collected and processed by us may be shared with our staff and volunteers as follows, where necessary:
When you (or your child) attend a course, a session or an event personal details that you have provided on a booking and consent form such as your child’s name, age, school, your name, emergency contact numbers, any medical or behavioural needs and whether or not you have provided consent for us to take photographs will feature on a sheet we use for booking-in purposes. The information on our booking-in sheets may be used to contact you if you are late, to check you are not lost or if we need to contact you in an emergency. Our booking-in sheets are destroyed after the event. Booking and consent forms are kept electronically on a password protected computer or in a locked file for up to a year in order that those who make repeat bookings for sessions don’t need to complete a booking form every time. These forms are destroyed/ deleted annually or if someone requests to be removed from our mailing list.
What information we collect and why
We collect personal data appropriate to need. For example: name, age (for children), home address, email address, telephone number and any relevant disabilities or medical needs when you complete a form on the website or an electronic booking form relating to an event. This is so that we can contact you if needed before the session and be appropriately prepared to meet your needs during the session. For certain activities (e.g. training) we also collect contact details for your next of kin in case of an accident or incident in order that we can inform the relevant person quickly and provide information to the emergency services if required to do so. For Level 3 Forest School Leader training, we collect more detailed personal and medical information including your date of birth, information about your ethnicity and employment status. We need this information to register students with our awarding body.
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. Homestart).
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
We always take care to ensure your privacy rights are protected and any forms you complete are stored on a password protected computer or in a locked cabinet when not on site during sessions that you or your child/children are attending.
Accidents or incidents
If an accident or incident occurs at one of our events or sessions we’ll keep a record of this (which may include personal data and sensitive personal data).
How we use personal information
We only ever use your personal data with your consent, or where it is necessary in order to:
- Enter into or perform a contract with you
- Comply with a legal duty
- For our own (or a third party’s) lawful interests, provided your rights don’t override these
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people and to promote our organisation. This includes keeping you up to date with our news and events that may be of interest.
We use personal data for administrative purposes. This includes:
- Booking for sessions, activities and events (whether placed online, over the phone or in person);
- Helping us respect your choices and preferences (e.g. if you request not to receive promotion/news updates material, we’ll keep a record of this).
Disclosing and sharing data
We will never sell your personal data. Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another organisation). We’ll only share information when necessary and we’ll make sure to notify you first.
If you give us permission to be on our mailing list, we will contact you to promote events by email. In each marketing email there is facility in each email to unsubscribe from our list. Alternatively you can contact us at Sundial Cottage, London City Road, Wilby, Suffolk, IP21 5LT to request we unsubscribe you or telephone us on 07879 653488. Marketing is not just about us selling events but also sharing news and information about our activities, including:
- Upcoming events for adults and children
- Training courses
- Volunteering opportunities and how you can get involved
Photographs, pictures and stories featured on our website and on social media
Our organisation is about ‘community’ and we actively seek to share insights about our activities with the wider community. If we use your photo or your child’s photo or story we’ll not usually include their name and age, unless these facts are relevant to the piece and we have sought the permission of the parent/carer to do so. A ‘child’ is determined as any person under the age of 18.
We take great care to protect and respect the rights of individuals in relation to their personal data, especially in the case of children. We always ask permission to take and use photos on our website, social media and for posters/ flyers we use for email marketing campaigns.
How we protect data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Data submitted to our website is done through SSL (Secure Sockets Layer) to encrypt the data between your browser and the website server.
BACS payments for events are made through secure systems set up between your bank and ours (Nat West).
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Personal data submitted on paper is stored in a locked cabinet, when not being used during sessions in relation to administration purposes
Charlotte’s Wood operations are based in the UK and our website is on a UK based server. We use the social media platform Facebook which may mean that personal data is transferred to, or accessible from the USA. However, we’ll allow this as we are as certain as can be reasonably expected that personal data will still be adequately protected by systems they provide.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to contact you by email we will immediately delete your details from our systems. However, if your child regularly attends sessions, we will store the data you provide for up to a year to reduce the number of times that you need to complete a booking and consent form. We continually review what information we hold and delete what is no longer required. We do not store banking or payment card information.
Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to receive confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request)
- The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
- The right to have inaccurate data rectified
- The right to object to your data being used for marketing
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to us at Charlotte’s Wood, Sundial Cottage, London City Road, Wilby, Suffolk, IP21 5LT or call us on 07879 653488.
You can complain to Charlotte’s Wood directly by contacting our data protection officer using the details set out above.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
Links to other sites
Our website contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with Charlotte’s Wood.