Outdoor Academy Ltd (“we”, “us”, “our”), Company number 06265498, is committed to protecting your privacy and your personal data. We will only use your details to provide a service that you have requested and will only communicate with you through means that you have actively agreed to. We will never pass your details on to any third party and any information we hold remains secure.
We are committed to meeting our obligations under the General Data Protection Regulations (GDPR). This policy outlines our data management as well as your rights and options as to how your personal data is used.
Outdoor Academy Ltd is registered with the Information Commissioners Office; Identification Number: ZA106650
The data we hold about you
We only hold personal data that you have electively provided us, this could be personal data that you submit when attending an Outdoor Academy programme, through our website contact page, signing up for our email newsletter or when you communicate with us via email, phone, letter or social media channels.
When you visit our websites, we may collect information through online analytic tools about what pages you access or visit to help us to improve our website. This does not capture any of your personal data.
The personal data we collect from you
We may collect and store the following types of personal information:
- Your name and contact details including your address, phone number, email address and emergency contact details as well as social media identity where applicable.
- Your date of birth, gender, swimming ability and personal medical information.
- Your bank account number and sort code for us to make financial payments to you.
- Photographs taken during activity programmes.
- Your qualifications as appropriate.
- Any other information that you have electively provided us.
We do not collect data about your religious beliefs or ethnicity.
Why do we need your personal data?
We will only use your personal information in the following ways:
- To ensure your safety, or your child’s safety, whilst taking part in Outdoor Academy activities.
- To provide you with services, products or information that you have requested.
- To ensure that the personal data we hold about you is current and up to date on the basis that your personal data is necessary to perform our contract with you and provide our services.
- To communicate to you about our products and services which we think may be of interest to you, only if you have opted in to receiving our newsletter via our website.
- To answer your questions and requests.
- To enable you to apply for a job with us.
- To administer our accounts, for example, processing purchase payments.
- To comply with any legal obligations to which we are subject.
- In pursuit of legitimate reasons, to record CCTV footage to ensure the safety and security of our premises, staff, customers and property.
- To help us to improve our website to make it easier for you to use.
The GDPR requires us to rely on one or more legitimate interest to process your personal data. It allows us to collect and process your personal data if it is reasonably necessary to achieve legitimate interests and does not unduly impact on your rights as an individual.
- Where you have provided us with your personal data and have given us your consent to process your data in a particular way, as per outlined above in ‘Why do we need your personal data.’
- Where is it in the interests of a person’s safety, either yours or someone else’s, such as in a medical emergency.
- Where necessary for us to perform a service that you have requested and entering into a contract with you.
- Where necessary for us to comply with a legal obligation.
- Where there is a legitimate interest in us doing so.
- We also hold a Data Protection Policy and continually review our processes to ensure that your rights and interests are abided by.
We will only communicate with you if you have given us consent to do so.
- We will only communicate with you in a way(s) as detailed above in ‘Why do we need your personal data’ that you have requested.
- Before young people under the age of 18 can take part in our activities, we require consent from their parent or guardian as part of our safeguarding and duty of care. We are committed to ensuring that this data is kept safe and secure. We will never contact any young person without explicit consent from their parent or guardian.
Sharing your data
- We will never share or sell your personal data to any third party or organisation unless we have your explicit consent.
- If required by law, enforce our legal right, to report an incident, for medical treatment or for insurance purposes, we may be forced to disclose your personal data.
Your data rights
Through the GDPR law, you have the following rights:
- To withdraw your consent for us to hold your data at any time.
- To withdraw from receiving any communication from us.
- To ask us to correct or check any personal data that we hold about you.
- To ask us to delete the personal data that we hold about you.
- To request to see a copy of the data that we hold about you, sent to you electronically in a machine readable format or ask for us to send such personal data to another data controller. We will be required to see proof of identity and for us to be satisfied that the data you request belongs to you.
- To restrict the processing of your data for specific purposes.
- Not to be subject to automated decision taking, including profiling.
- To make a complaint to the Information Commissioner’s Office (ICO).
We will supply an electronic copy of the data that we hold about you free of charge and will respond to requests within 14 days of receipt of enquiry. Please email firstname.lastname@example.org detailing your request.
If you think that the information we hold about you is incorrect, or you would like to update your preferences, please let us know by using the contact details below and we will correct it.
Secure storage of your data
- We are committed to ensure that your personal data is kept safe and secure and we have appropriate security measures in place to help protect your information.
- We adopt appropriate data collection, storage, processing practices and security measures to protect against disclosure, alteration, unauthorised access and destruction of your personal data stored on our IT systems, website and in physical form at our premises and archival facilities.
- All personal data held on our server is secure and situated in the United Kingdom.
- Your personal data is only accessible by appropriately trained staff and contractors.
How long do we hold your personal data for?
We only hold your personal data for as long as necessary for the purposes listed in ‘Why do we need your personal data?’ above and to meet our legal and reporting obligations as a company and for the duration of a client/customer business relationship.
We have reviewed the types of information that we store and have determined an appropriate Retention Policy.
Postal Address: Outdoor Academy Limited, Unit 4C Beenham Grange, Grange Lane, Beenham, Reading, Berkshire, RG7 5PP
Telephone: 0118 9712 769
You have the right to contact the Information Commissioners Office (ICO) to make a complaint. We would, however, appreciate the opportunity to deal with your concerns before you approach the ICO so please contact us in the first instance.