Privacy Policy
Version: 3.0
Effective from: 26.07.26
Review date: Annually
Owner: Bracken Outdoors
1. Policy Statement
Bracken Outdoors is committed to protecting the privacy and personal information of everyone who uses our services.
We collect only the information necessary to safely deliver our activities, communicate with participants and meet our legal and professional responsibilities. Personal information is handled securely, treated confidentially and processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who This Policy Applies To
This policy applies to anyone whose personal information is processed by Bracken Outdoors, including:
- participants
- parents and carers
- schools and commissioning organisations
- newsletter subscribers
- volunteers and freelance staff
- prospective clients making enquiries
3. Information We Collect
Depending on the service being provided, Bracken Outdoors may collect:
Personal Information
- Name
- Address
- Email address
- Telephone number
- Date of birth or age (where relevant)
Emergency & Medical Information
To help us provide activities safely we may collect:
- emergency contact details
- medical conditions
- allergies
- medication requirements
- additional needs or disabilities
- dietary requirements
- other information relevant to participant safety
We only request information that is necessary for delivering our services safely and effectively.
4. Why We Collect Information
Your information is used to:
- manage bookings
- communicate before and after activities
- provide safe outdoor learning and therapeutic services
- respond appropriately in an emergency
- meet safeguarding responsibilities
- maintain attendance and incident records
- comply with legal, insurance and financial obligations
- improve our services
We do not sell personal information to third parties.
5. How Information Is Stored
Bracken Outdoors uses reputable third-party providers to securely store and manage information.
These currently include:
- Bookwhen – bookings and participant information
- Google Workspace – email and business records
- Xero – financial records and invoices
- MailerLite – newsletter subscriptions
- Secure password-protected computers and mobile devices
- Secure online incident reporting systems
Access to personal information is limited to authorised individuals who require it for legitimate business purposes.
Where paper records are temporarily used during activities (for example emergency contact information), they are stored securely and disposed of confidentially once no longer required.
6. Sharing Information
Bracken Outdoors treats personal information as confidential.
Information will only be shared where necessary, including:
- with schools or commissioning organisations where appropriate to the service being delivered
- with emergency services if required during an emergency
- with insurance providers following an incident or claim
- where required by law
- where safeguarding concerns make sharing information necessary to protect a child or vulnerable person
Freelance staff working on behalf of Bracken Outdoors will only have access to information necessary for them to carry out their role safely.
7. Clinical Supervision
As part of maintaining safe, ethical and effective practice, Bracken Outdoors participates in professional clinical supervision.
Where case discussions take place, information is anonymised or pseudonymised wherever possible so that individuals cannot be identified. Information is shared only where necessary for professional reflection and supervision and remains confidential.
8. Marketing Communications
Bracken Outdoors only sends newsletters and marketing emails to individuals who have chosen to receive them.
You may subscribe:
- through the Bracken Outdoors website
- by opting in during the booking process
Marketing communications are managed using MailerLite.
You may unsubscribe at any time using the link provided in every email or by contacting Bracken Outdoors directly.
9. How Long We Keep Information
Information is retained only for as long as it is required for legal, safeguarding, financial or operational purposes.
Typical retention periods include:
| Record | Typical Retention |
|---|---|
| Financial records | 6 years plus the current financial year |
| Participant records | Up to 7 years after the final activity (or longer where safeguarding requirements apply) |
| Accident and incident records | 7 years |
| Newsletter subscriptions | Until you unsubscribe |
| Photographs | Until consent is withdrawn or they are no longer required |
Where records are no longer required, they are securely deleted or confidentially destroyed.
10. Your Rights
Under UK GDPR you have the right to:
- request access to your personal information
- request correction of inaccurate information
- request deletion of information where appropriate
- restrict or object to certain types of processing
- request a copy of the information held about you
- withdraw consent where processing is based on consent
Requests should be made using the contact details below.
11. Contact
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:
Bracken Outdoors
Email: info@brackenoutdoors.com
Website: www.brackenoutdoors.co.uk
If you remain dissatisfied, you have the right to contact the Information Commissioner’s Office (ICO):
12. Review
This policy will be reviewed annually or sooner if changes in legislation, guidance or Bracken Outdoors’ working practices make this necessary.