Data Protection
Our terms and conditions place an obligation on schools and other customers to take reasonable precautions in protecting identifying data for which they are responsible.
Below, you can see how we meet our obligations to you. Please contact us if you have any queries or concerns.
Data Types
Identifying data is directly provided to us by you. We do not use cookies or trackers and gather no identifying data about visitors to our website. We may supplement the information you provide using publicly available records such as your organisations website. The Outdoors People store the following identifying data:
The names, email addresses, and phone numbers of school staff or individuals with whom we have contact.
The address and publicly available contact information of the school or organisation.
Any account information necessary for invoicing or refunding you as required.
Consent forms and identifying information for named participants who have been involved in an accident, incident or near-miss.
Photographs of our activities that do not show participant’s faces.
Photographs of our activities that do show participant’s faces, with consent from a suitable authority i.e. an adult participant consenting for themselves, individuals acting in loco-parentis, parents or guardians.
Storage
Locally stored customer data is kept on password protected and encrypted devices which meet current industry recognised standards for data security.
The Outdoors People use “cloud” storage services for the purposes of backing up data and sharing data within our organisation. We use commercially provided, encrypted, off-site data storage for this purpose. User credentials are confirmed with secure passwords and two factor authentication.
Unrestricted access to data is only granted to employees/volunteers working for The Outdoors People.
Limited and time restricted access to data may be granted to third parties where doing so is part of the legitimate business interests of the The Outdoors People (e.g. named external contractors, auditors, or inspectors).
Uses
Your data is stored and used for the purposes of providing our product to you.
Your data may be retained and used for the purposes of contacting former customers to encourage you to provide feedback on your experience, or to book or rebook.
If you have been unable to book an event with The Outdoors People due to a lack of capacity on your requested dates, we may retain and use your data to advise of you of “last minute” availability on or near to your requested dates.
You may occasionally be contacted by The Outdoors People to request a reference for an individual, named prospective customer.
Your anonymised data may be used for promotional or advertising purposes.
Identifying data may be used for promotional or advertising purposes with your express consent, or the consent of a suitable authority.
The name of your organisation and details about your event may be shared with third party awarding bodies in order to maintain our nationally recognised accreditations.
The Outdoors People is a non-profit. The name of your organisation and details about your event may be shared with grant awarding bodies who are interested in providing grant funding to The Outdoors People and are conducting due diligence.
Your data will not otherwise be shared with third party organisations unless at your request, or if The Outdoors People are so ordered by a lawful authority.
Your Rights
Upon receipt of a request for any of the below, The Outdoors People will attempt to complete the request within 28 days. If we are unable to meet your requirements within that timeframe, we will contact you within 28 days to advise you of a reasonable date by which you can expect your request to have been completed.
You have all the rights permitted under the law, including but not limited to:
You have the right at any time to view all data stored by The Outdoors People about you.
You have the right at any time to request that The Outdoors People stop contacting you.
You have the right at any time to request deletion of your identifying data, other than data which we are required to retain for legal or financial purposes, or already printed/distributed promotional materials.
