GDPR Policy
Bramblings Forest School: Data Protection Privacy Policy
GDPR Compliance
We take the safeguarding your privacy and information very seriously and this policy explains how we collect, use, and dispose of your information, the conditions under which we disclose it and how we keep it secure.
Data protection principles
Article 5 of the General Data Protection Regulation (GDPR) requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods in so far as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
How do we collect information about you?
We have the following ways to collect information about you:
Via the Registration Form (completed as part of the Booking process)
Via BookWhen payment
Collected in person by Bramblings Forest School employees
Enquiries through telephone & email
Anonymous cookie information online
In addition, if you choose to Register with us by filling out the Registration Form, we collect all data in all fields you supply answers to, some of which is considered to be ‘sensitive data’ (e.g. Address, Telephone Numbers, DOB, Medical/Health Information).
This information is securely processed and relayed to us via SquareSpace and Gmail (who respectively host our website and provide our email services), whereupon is it transposed into an encrypted digital file and kept locally on our computer, secured by password and/or biometrics.
We sometimes print off lists of participants details to ease access of information during sessions, e.g. to register participants and check emergency contact and medical information. Such hard copies will be stored securely and kept out of sight in the session leader’s possession.
How your information is used
Your data may be viewed by staff including session leaders, directors and volunteers, and with the emergency services and qualified medical practitioners where necessary and appropriate.
We may use your data for the following reasons:
To respond to your request;
To contact you regarding the session(s) you have booked; this can be information in advance (directions, what to bring etc.), an update if the session is running, updates to changes in procedures, evaluation after the term/session, and information about following sessions where applicable (e.g. the next term, or next group session). We will contact you via text message and/or email.
For internal records: accounts/insurance documents etc.;
Improvement of our products/services.
Unless you have expressly opted out of this via the Registration Form, photos, videos and sound bites may be used on our website, for promotional materials, evaluation and fundraising. We will never name a child in any photos or videos.
We review our retention periods on a regular basis, but we are legally required to hold some information to fulfil statutory obligations. We will hold your information for as long as is necessary for the relevant activity or as long as is set out in any relevant contract you hold with us.
Your rights
At any time, you have the right to request and view your personal data held by Bramblings Forest School.
Your rights also include:
The right to be informed
The right of access
The right to rectification
The right to removal of information
The right to restrict processing
The right to data portability
The right to object
You may instruct us to provide you with any personal information we hold about you. (Please note, the provision of such information will be subject to the supply of appropriate evidence of your identity)
If you would like to exercise any of the above rights, a request must be made in writing via email. We will provide a response with 28 days.
You also have the choice to unsubscribe to any direct marketing that we send you. This feature is included in all e-marketing campaigns. If you are having problems unsubscribing, please contact us. We will promptly take action to ensure you are “opted-out” from receiving further mailings. Although we will remove your name from our email list as quickly as possible, please recognise that there may be a period of time after you unsubscribe during which you may still receive e-mails from us.
If you have a concern about how we have handled your information you can report this to the Information Commissioners Office (ICO).
Updating information and contact details
Please let us know if the personal information that we hold about you needs to be corrected or updated.
Changes to this Privacy Policy
Bramblings Forest School reserves the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the Privacy Policy on your first use of the website following the alterations.
Responsibility
Overall responsibility for this policy lies with Matt Ramsden, Bramblings Forest School Leader.
Review
This policy is reviewed every two years and updated as required.
If you have any questions about this Privacy Policy or if you wish to change how we use your information please get in touch with us at: