Privacy Policy

Woodland Roots Ltd

Registered Address: B1 Vantage Park, Old Gloucester Road, Hambrook, BS16 1GW

Email: hello@woodlandroots.co.uk

Contact: Thomas Wright – 07472 030558

Website: https://www.woodlandroots.co.uk

Company Registration Number: 15501182

ICO Registration: ZB720090

Woodland Roots Ltd takes data protection seriously. Our website www.woodlandroots.co.uk will require some personal data. However, if a potential customer/ client/ organisation wishes to use certain services via our website, then further information will be required with consent from the customer/ client/ organisation.

Woodland Roots Ltd's personal data processing shall always be in line with the UK General Data Protection Regulation (UK GDPR) and under the UK-specific legislation applicable to the company. This Privacy Policy is available to the members of the public, so they are aware of why we collect and process personal data and Data Subjects' rights relating to the collection and processing of personal data.

Introduction 

At Woodland Roots Ltd, we offer a unique blend of adventure and learning through our expertly designed bushcraft courses, team-building experiences, and bespoke sessions. Our mission is to reconnect people with the natural world, fostering skills, confidence, and a deeper connection to nature.

What type of information do we require

Woodland Roots Ltd would require personal data at different stages of the booking process as we must ensure that the course is suitable for the individual / group / organisation.

There is the option to buy a gift certificate for our courses directly from the website where we will require the following

  • Your or the gift certificate recipient’s name

  • Your or the gift certificate recipient’s email address

  • Your or the gift certificate recipient’s phone number

There are 2 main booking options where we will require your information.

Option 1 will allow you to book your course directly from the website therefore you (the client) will need to complete the booking form. 

The information required will be

  • Pick a course (from the selection provided)

  • Pick a date (available dates will be highlighted)

  • Your name

  • Your email address

  • Your phone number

  • Payments (card details using Stripe)

Option 2 group and bespoke booking will require the following 

  • Course options

  • Confirmed course date

  • Organiser’s name

  • Organiser’s email address

  • Organiser’s phone number

  • Number of people attending the course

  • Name of all attendees

  • Number of people over the age of 18

  • Number of people under the age of 18

  • Under-18s will need to be accompanied by a parent or a responsible adult

  • Photo ID will only be viewed on the day, but no copies will be required

  • Payments (card details using Stripe)

For both options, we will require forms to be completed for specific reasons as the activities are outdoors most of the time.

  • Medical history and emergency contact form, which includes your home address and date of birth

  • Consent forms

All the information that we will collate is essential to the way we will deliver the courses so all will be included. The information is required from all participants on the course.

Card payment will be required through our third-party payment company, Stripe https://stripe.com/gb/privacy

How do we get the information and why do we have the information

The Woodland Roots Ltd team will require information from every individual taking part because the information needs to be accurate and truthful due to the content of each course. Failure to have accurate information could result in harm to both parties.

The information will allow the Woodland Roots Ltd team of experts to deliver the courses safely and successfully whereby all participants will have a memorable time with the intention to return. 

However, due to the courses being based on outdoor activities Woodland Roots Ltd must ensure that Health and Safety audits are carried out and Risk Assessments have been completed. We must report all accidents regardless and the details of the accident. In this scenario, we will be expected to share your information with

  • Emergency services

  • Next of Kin

Lawful Basis

Woodland Roots Ltd has identified the Lawful Basis key areas

  • Our legitimate interest is client-led

  • We monitor, record and refresh if there is a significant change in the way we collate data

  • Our marketing campaigns will be checked and will comply with specific rules and UK Regulations

  • The information collated is for safety reasons and may be used to protect or save life/lives

  • We will inform clients as to why we require their details

What do we do with the information?

Woodland Roots Ltd team will be able to prepare for each session correctly whereby they would factor in the following

  • Health condition of each person

  • Physical capabilities

  • Disabilities

Therefore, this will allow the team to have the necessary equipment, and tools available as a precautionary measure. Also, they can extend or reduce the time with specific activities so as not to over-exert the persons' capabilities. The aim is for everyone to have a great outdoor experience and to share their experience with other people.

Any other information will be used to create invoices/ receipts or quotations for large groups or multiple course bookings.

Woodland Roots Ltd works with other third parties who will require some information, they are

  • Accountants

  • Accountancy software

  • HMRC

  • Course booking systems

  • IT provider

  • Insurance 

  • Professional intermediaries 

  • Subcontractors / Freelancers

  • Debt recovery agencies

  • Any legal or regulatory bodies

Cookies

The website will display a Cookie Consent button which will track the process of the booking form, contact form and the overall performance. Access to all the information will remain with Thomas Wright whereby he will decide as and when a marketer would require restricted access for marketing purposes only.

However, we cannot identify a user from our cookie setting, only the way someone interacts with our website and the performance of it, to create the best user experience.

How do we store your information 

The Woodland Roots Ltd management will maintain a secure encrypted cloud storage for all personal information. The Woodland Roots Ltd Directors will have access to cloud storage as they will manage the length of time that your information will be stored and when to delete parts or all your information.

Woodland Roots Ltd will delete sections of your details once you (the client) have completed the session. The information is only valid for the duration of the session as we have no legitimate reason why we would need to store it.

Any other information will be stored for 6 years as per UK Law, after that period we will delete your information.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You can ask us for copies of your personal information. 

Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure - You can ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 

Your right to object to processing - You have the right to object to the processing of your data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to complain

Woodland Roots Ltd

Registered Address: B1 Vantage Park, Old Gloucester Road, Hambrook, BS16 1GW

Telephone: 07472 030558

Email: hello@woodlandroots.co.uk

Contact: Thomas Wright

We would ask that you contact us first so we can address the issue or concerns so we can resolve it swiftly.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Woodland Roots Ltd may need to make changes to this policy from time to time. These changes may be required due to updates in the law or changes in our business that could affect your personal information.

Last updated: 23rd August 2024

Next review date: December 2026

Version: 1.2