Privacy Policy

Warren Woods Limited trading as Woodland Skills Centre takes your privacy very seriously. Please read this Privacy Policy carefully as it contains important information on who we are, sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed, stored and shared by us in respect of your relationship with us. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event that you have a complaint.

We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation, which applies across the European Union (including in the United Kingdom) and the Data Protection Act 2018 and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The information we collect may be collected via our website, telephone, our social media channels, by post or in person from you.

Please read the following information carefully. You are responsible for ensuring that the other people that you are acting on behalf of (such as those included with you on a booking) are aware of the content of this Privacy Policy and you have checked with them that they agree to their personal information being given to us to make a booking on their behalf.

By making a booking or otherwise giving your personal information to us, we will transfer, store or process it as set out below. We will take all reasonably necessary steps to ensure that your personal information is treated securely and in accordance with this Privacy Policy.

Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our	Warren Woods Limited trading as Woodland Skills Centre
Our data privacy manager	Rodney Waterfield
Personal information	Any information relating to an identified or identifiable individual
Special category personal information	Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic and biometric data Data concerning health, sex life or sexual orientation

What types of personal information do we collect about you

We may collect and use the following personal information about you:

when you make a booking with us to attend a course we will ask for your name and title, address, e-mail address together with details of any health conditions which may affect you on the course.
when you request to receive details of courses and events we will ask for your name and title, address and email address.
when you request to attend our Social Forestry / Social Prescribing programmes we will aask for your name and title, address and email address, date of birth, next of kin or responsible adult, emergency phone contact, any relevant health or diet issues and any medication being taken. We are sometimes provided with additional personal information where the commissioning agency or family consider that it needs to be shared with us.
for Holiday Club and other occasions when we are in loco parentis we will ask for the child’s name, parent’s name, home address, emergency contacts, relevant details about health, diet and medication.
when you request to receive details of live music events we will ask for your name and title, address and email address.
for events such as birthday parties where we are delivering a programme but are not in loco parentis we will ask for the name and contact details of the person making the booking. We do not require details of the members of the group unless we are providing food in which case we need to know of dietary requirements.
when you make a booking to run your own programme at our venue we will ask for the contact details of the person making the booking. We do not need details of those attending.
when you request to be a volunteer we will ask for your name and title, address, emergency contact number, any relevant health, diet or medication details.
when you make a booking for visits by individuals and groups we will ask for the contact details of the person making the booking. We do not need details of those attending.
your transaction/payment information (but please note that full debit card and credit card information is not processed by us as it is passed through to a PCI-DSS compliant third party payment provider in accordance with good industry standard).
if you are disabled, information about your disability or mobility requirements.
your image, where it is captured by CCTV or other visual recording equipment on our owned or occupied sites.
if you contact us online, we may keep a record of your email correspondence.
if you enter a competition or complete a survey we will collect your name, address and relevant contact information.

Personal information we collect and/or observe about you

Based on how you have used our services in the past and your activity on our website and by telephone, we collect the following personal information from you:

details of the services we have provided to you in the past, including previous courses and events you have booked.

Personal information we collect and use for legal, compliance, regulatory and crime detection and prevention purposes

We process your personal information so that we can meet our legal, compliance and regulatory obligations, for legal purposes, such as to respond to a valid legal claim, summons or regulatory order.

We may also process your personal information for crime prevention and detection purposes.

How your personal information is collected

We collect most of this personal information directly from you—in person, by telephone, by post or email and/or via our website. However, we may also collect information:

from another person making a booking on your behalf
from social media
from a third party with your consent
via our IT systems, eg automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email systems. Our website does use cookies.

How and why we use your personal information

Under data protection law, we can only use your personal information if we have a proper reason for doing so, eg:

to comply with our legal and regulatory obligations;
for the performance of our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests or those of a third party; or
where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal information for and our reasons for doing so:

What we use your personal information for	Our reasons
To provide services to you	For the performance of our contract with you or to take steps at your request before entering into a contract. For example, to manage your booking with us, administer the booking and to take payment for your booking
To prevent and detect fraud against you	For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for us and for you
Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety regulation or rules issued by our professional regulator	To comply with our legal and regulatory obligations
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies	To comply with our legal and regulatory obligations
Provide you with special assistance in relation to special categories of personal information	For the performance of our contract with you or to take steps at your request before entering into a contract; to comply with our legal and regulatory obligations; with your consent
Improve our products and services	For our legitimate interests
Ensuring business policies are adhered to, eg policies covering security and internet use	For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control	For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price
Ensuring the confidentiality of commercially sensitive information	For our legitimate interests or those of a third party, ie to protect trade secrets and other commercially valuable information To comply with our legal and regulatory obligations
Statistical analysis to help us manage our business, eg in relation to our financial performance, customer base, product range or other efficiency measures	For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price
Preventing unauthorised access and modifications to systems	For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you To comply with our legal and regulatory obligations
Updating customer records	For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing orders and new products
Statutory returns	To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments	To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Marketing our services to: —existing and former customers;	For our legitimate interests or those of a third party; with your consent, ie to promote our business to existing and former customers
For debt collection and credit vetting to project our business against financial loss	For our legitimate interests or those of a third party, ie to ensure our customers are likely to be able to pay for our products and services
To seek to protect and promote your health and safety and that of our other customers, staff and third parties	To comply with our legal and regulatory obligations For our legitimate interests or those of a third party
To seek to detect, investigate, prevent and report crime and anti-social behaviour	For our legitimate interests or those of a third party, ie to detect and prevent crime and anti-social behaviour
For resolving complaints dealing with disputes and legal proceedings	To comply with our legal and regulatory obligations

Promotional communications

We will only send you information about our services, events and offers if you sign up (opt in) to receive such marketing.

We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes.

What you need to do if you don’t want to receive our promotional communications

You have the right to opt out of receiving promotional communications at any time by contacting us by email at enquiries@woodlandskillscentre.co.uk or writing to us at Warren Wood Limited, The Warren, Bodfari, Denbigh LL16 4DT.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation or the structure of our business.

Who we share your personal information with

We may share personal information with:

third parties we use to help deliver our services to you, eg payment service providers.
government bodies and regulatory authorities, including the Police and other crime prevention and detection agencies.
third parties approved by you, eg social media sites you choose to link your account to or third party payment providers.
our insurers and brokers.
our bank.
our card payment facilitators, that help us process customer payments and assist us in detecting and preventing fraudulent payments or bookings.

We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We may also share personal information with external auditors, eg in relation to the audit of our accounts.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We will not share your personal information with any other third party.

Where your personal information is held

Information may be held at our offices, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).

How long your personal information will be kept

Different retention periods apply for different types of personal information.

People attending courses

Personal information is deleted at the end of the course unless we have written agreement on the feedback form that we can retain the personal information for the purposes of contacting the individual about future courses and events at the Woodland Skills Centre. If this permission is given but we have not had any further contact for 4 years then the personal information is deleted.

Postal and email databases

If we have not had any further contact for 4 years then the personal information is deleted.

People coming on Social Forestry / Social Prescribing programmes

The personal information is usually kept for a minimum of 10 years in case there are any requests, claims or complaints in the future.

Holiday Club and other occasions when we are in loco parentis

This is kept until the end of the calendar year so that we do not have to collect it again if the child attends further sessions with us during the year.

Live Music events

This is kept for up to 7 years unless the individual / organisation asks for their details to be deleted.

Events such as Birthday Parties where we are delivering a programme but are not in loco parentis

Hard copy retained for up to 7 years in case the individual / organisation wishes to make another booking and we need to refer back to the previous programme.

External groups using our site to run their own programmes

Hard copy retained for up to 7 years in case the individual / organisation wishes to make another booking and we need to refer back to the previous programme.

Volunteers

For as long as the individual is volunteering with us.

Visits by individuals and groups

Hard copy retained for up to 7 years in case the person / organisation wishes to make another booking and we need to refer back to the previous programme.

When it is no longer necessary to retain your personal information, we will delete or anonymise it.

Your rights in relation to any personal information we hold about you

You have the following rights, which you can exercise free of charge:

Access	The right to be provided with a copy of your personal information (the right of access) We may ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information. That may include information about your previous booking(s). If someone is acting on your behalf they will need to provide written and signed confirmation from you that you have given your authority to that person/company for them to make the request. We may not provide you with a copy of your personal information if it includes the personal information of other individuals or we have another lawful reason to withhold that information
Rectification	The right to require us to correct any mistakes in your personal information
Withdrawing your consent	Where we rely on your consent as the legal basis for processing your personal information, as set out in section above titled ‘How and why we use your personal information’, you may withdraw your consent at any time. If you would like to withdraw your consent to receiving any direct marketing to which you previously opted-in, please see the section titled “What you need to do if you don’t want to receive our promotional communications’ for further details. If you would like to withdraw your consent to us processing any special categories of personal information, please contact our data privacy manager. Please note if you ask us to stop processing this information, it may mean we won’t be able to provide all or parts of the services you have requested If you withdraw your consent, our use of your personal information before you withdraw is still lawful
To be forgotten	The right to require us to delete your personal information In certain situations, you may ask for your personal information to be removed from our systems by e-mailing or writing to us at the address at the end of this Privacy Policy. Provided we do not have any continuing lawful reason to continue processing or holding your personal information, we will make reasonable efforts to comply with your request
Restriction of processing	The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the personal information We may only process your personal information whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company or in connection with legal proceedings
Data portability	Where we rely on your consent as the legal basis for processing your personal information or need to process it in connection with your contract, as set out in section titled ‘How and why we use your personal information’, you have the right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that personal information to a third party You can ask us to send your personal information directly to another service provider, and we will do so if this is technically possible. We may not provide you with a copy of your personal information if it contains the personal information of other individuals or we have another lawful reason to withhold that information
To object	The right to object: —at any time to your personal information being processed for direct marketing (including profiling); —in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests
Not to be subject to automated individual decision-making	The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

email, call or write to our data privacy manager—see below: ‘How to contact us’
let us have enough information to identify you (eg your full name, address and booking details). If you have not made a booking please provide us with information of how you have communicated with us)
let us have proof of your identity and address; and
let us know what right you want to exercise and the information to which your request relates.

Keeping your personal information secure

We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that our Data Privacy Manager can resolve any query or concern you may raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

Changes to this privacy policy

This privacy notice was published on 11 December 2018 and last updated on 11 December 2018.

We may change this privacy notice from time to time—when we do we will inform you via our website.

How to contact us

Please contact our data privacy manager by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

Our contact details	Our data privacy manager’s contact details
Warren Woods Limited The Warren Bodfari Denbigh LL16 4DT enquiries@woodlandskillscentre.co.uk 01745 710626 (day) 07711 472033	Rodney Waterfield Warren Woods Limited The Warren Bodfari Denbigh LL16 4DT enquiries@woodlandskillscentre.co.uk 01745 710626 (day) 07711 472033

Our contact details

Our data privacy manager’s contact details

Warren Woods Limited

The Warren

Bodfari

Denbigh LL16 4DT

enquiries@woodlandskillscentre.co.uk

01745 710626 (day)

07711 472033

Rodney Waterfield