Privacy Policy – The Outdoor Ed School

Last updated: 08/12/25

1. Information We Collect

1.1 Personal Information

  • Full names
  • Contact details (email, phone)
  • School or organisation name
  • Emergency contact information

1.2 Participant Information

  • Medical information
  • Dietary requirements
  • SEND or pastoral information relevant to safety
  • Consent forms
  • Behavioural notes to support wellbeing and risk management

1.3 Safety, Welfare & Operational Information

  • First aid forms
  • Observation records
  • Incident and near-miss forms
  • Safeguarding concerns
  • Student check-ins
  • Staff feedback reports
  • Activity attendance records

1.4 Website & Technical Information

  • IP addresses
  • Cookie and tracking data
  • Website behaviour data (pages visited, time spent, referral sources)

2. How We Collect Information

  • EOLA (online booking system)
  • MailerLite (email and newsletter sign-ups)
  • Zoho Invoices (invoice generation and billing)
  • Google Forms (medical, dietary, consent forms, feedback)
  • Internal digital forms completed by staff
  • Website interactions through cookies, analytics, and advertising tools
  • Direct communication via email, phone, or in-person

3. How We Use Your Information

  • Process and confirm bookings
  • Provide safe, well-informed delivery of activities
  • Request feedback and improve services
  • Keep customers updated with offers and new activities
  • Manage invoices, payment records, and financial compliance
  • Maintain safety and safeguarding records
  • Meet legal and regulatory obligations
  • Communicate essential information to schools, parents, and guardians

We do not sell, share, or trade personal information for marketing or commercial purposes.

4. Third-Party Services We Use

  • MailerLite – newsletters and updates
  • EOLA – bookings, payments, user accounts
  • Zoho Invoices – invoice creation, payment reminders, billing
  • Google Forms – medical, dietary, consent forms, feedback
  • Internal systems – first aid, safeguarding, incident reports, attendance, observations, feedback

5. Legal Basis for Processing

  • Contractual necessity – to deliver activities and manage bookings
  • Legal obligation – safeguarding, health & safety, accident reporting
  • Vital interests – medical emergencies
  • Legitimate interests – communication, service improvement
  • Consent – newsletters, marketing communications

6. Data Retention

  • General enquiries: 12 months
  • Booking records: 7 years
  • Medical/dietary information: deleted after activity unless linked to an incident
  • Safeguarding concerns: statutory guidance
  • Accident/incident forms: 7 years

7. Your Rights

You have the right to access, correct, delete, restrict, or object to processing of your personal data, and request a copy in a portable format. Contact: info@theoutdooredschool.co.uk

8. Security of Your Information

We use secure digital systems, encrypted devices, strong access controls, and limited staff permissions. Sensitive information is processed only by staff who require it for safety or legal reasons.

9. Sharing of Data

We do not share personal data except:

  • Medical or safety emergency
  • Legally required (e.g., safeguarding authorities)
  • Requested by the school or parent
  • Processed by the approved third-party tools listed above

We never sell personal information.

10. Cookie Policy

Our website uses cookies and tracking technologies to understand user behaviour.

  • Facebook Pixel – advertising and conversions
  • Google Ads / Google Analytics – website usage and referrals
  • Hotspot/Hotjar – heatmaps and behaviour analysis

Cookies help improve usability, track performance, optimise user experience, and understand popular pages. You can disable cookies in your browser, though some features may not function properly.

11. Photography & Social Media

We offer free photography at sessions to capture experiences. This is only with permission from the booking organiser.

  • The instructor will ask the group at the start of the session if they wish to use this service.
  • Photos may be shared on official social media accounts; participant names are never included.
  • If consent is withdrawn before posting, images are deleted from the device. We cannot send these privately.
  • If consent is withdrawn after posting, images are promptly removed from all accounts.
  • Photos are stored temporarily on secure devices until posted or deleted.

12. Data Protection Statement for Schools & Parents

12.1 What Data We Collect

  • Names and group lists
  • Emergency contacts
  • Medical and dietary needs
  • SEND or pastoral information
  • Attendance and activity records
  • Photos and videos (with consent)

12.2 Why We Collect It

  • Ensure safe participation in activities
  • Appropriate risk management
  • Compliance with safeguarding and health & safety laws
  • Effective communication with schools and parents

12.3 How Data Is Stored

  • Secure digital platforms
  • Password-protected systems
  • Restricted staff access
  • Encrypted devices

12.4 How Data Is Shared

Only shared with emergency services, safeguarding authorities, or the participant's school/guardian as required. We do not sell or distribute data.

12.5 Your Rights

Schools, parents, and guardians may request access, correction, or deletion. Contact: info@theoutdooredschool.co.uk