Privacy Policy for Outdoor Tribe CIC

Outdoor Tribe CIC is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information. For the purposes of data protection law, Outdoor Tribe CIC will be the controller.

We will ask mailing list subscribers who exercise that choice from this website to “double opt-in” for marketing communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force from May 25th 2018.

We will never sell personal data you share with us and will only ever share it with organisations if we have sought your permission first. We’ll keep this page updated to show you all the things we do with your personal information so that you can be confident when sharing your information with us that it will be only used for what we say here.

Any questions you have in relation to this policy or how we use your personal data should be sent to office@outdoortribe.co.uk or addressed to The Data Protection Officer, Outdoor Tribe, Rocklands, Main Street, Sudborough, Kettering, Northants NN14 3BX

How we use your personal information

Personal information provided by you will be used for the purposes outlined at the time of subscription to our mailing list or registration in relation to an event 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 Outdoor Tribe CIC events
  • Administration of donations
  • 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, at which point we may ask if you would like to subscribe to a mailing list. Having subscribed there will be an option provided in each email you receive to unsubscribe from that list.

Personal data collected and processed by us may be shared with our staff and volunteers as follows, where necessary:

We rely on our Board members and volunteers to help us run events and when you attend an event your name and telephone number 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 or fail to turn up, to check you are not lost and need directions. Our booking-in sheets are destroyed after the event. 

What information we collect

We collect personal data appropriate to need. For example: Name, email, and telephone number when you complete a form on the website relating to an event.
We do not normally collect or store sensitive personal data such as information relating to health. However there are some situations where this will occur (e.g. if you volunteer with us or you are attending a series of events over a period of time). If this does occur, we’ll take extra care to ensure your privacy rights are protected and any forms you complete will be stored in a locked cabinet when not on site during sessions you or your child/children are attending.

Information we will collect – Name, (age if under 18) email, telephone number, emergency telephone number, name of doctor and information about any medical conditions if you are going to be attending Social Forestry, Forest School or any event where a parent/carer is not going to be in attendance.

If you make a donation to us then we will keep records of when and how much you gave to Outdoor Tribe CIC

Accidents or incidents

If an accident or incident occurs at one of our events or involving one of our session leaders or volunteers we’ll keep a record of this (which may include personal data and sensitive personal data).

We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another organisation who then pay for a block of Forest School sessions).  

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.

Sensitive personal data

If you are a volunteer, whether specifically for Outdoor Tribe CIC or if you are attending an event as a volunteer another organisation which is running an event with us, then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.

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):

Marketing

We use personal data to communicate with people, to promote Outdoor CIC and to help with fundraising. This includes keeping you up to date with our news, events and fundraising information.

Administration

We use personal data for administrative purposes. This includes:

  • Fulfilling orders for 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.

Marketing

As from May 1st 2018 mailing list subscribers are required to double “opt-in” to be included on our mailing list. Currently we only promote events to people by email, but we will update this page if that situation changes.

We use MailChimp for email marketing and there is facility in each email to unsubscribe from our list. Alternatively you can contact us at Rocklands, Sudborough, Kettering, Northants. NN14 3BX to request we unsubscribe you or telephone us on 01832 733457. 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
  • Fundraising events
  • Volunteering opportunities and how you can get involved
  • Ideas for you to use to help deepen your connection with nature

When you receive a communication, sent via the email marketing platform Mailchimp,  statistical information is collected about how you respond to or interact with that communication and this may affect how we communicate with you in future.This information helps us to ensure communications are relevant and timely.

Photographs, pictures and stories featured on our website and on social media

Our organisation is about ‘community’ and we actively seeking 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.  In addition to our usual practice of verbally asking permission in relation to use of photos taken at events on our website and linked social media platforms, we will ask your permission before we use any photos featuring individuals 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 (Secrue 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 (the Co-operative bank).

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

Storage

Outdoor Tribe’s operations are based in the UK and our website is on a UK based server. We use social media platforms including Facebook, Twitter and Instagram 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 delete your details from our systems. 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 Outdoor Tribe CIC, Rocklands, Main Street, Sudborough, Northants. NN14 3BX or call us on 01832 733457

Complaints

You can complain to Outdoor Tribe CIC 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 working by using the ‘Contact us’ link at the top of the page).

If an external website requests personal information from you (e.g. in connection with an order for goods or services), the information you provide will not be covered by the Outdoor Tribe CIC Privacy Policy. We suggest you read the privacy policy of any website before providing any personal information.

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 Outdoor Tribe CIC.

Changes to this Privacy Policy

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on 18.05.18.

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