Privacy Policy

Pembrokeshire Outdoor Schools Privacy Notice

Keeping Your Information Safe

How we use your personal information
This privacy notice is to let you know how Pembrokeshire Outdoor Schools will look after your personal information. This includes:

• The information you tell us about yourself
• Information we learn about you through having you as a customer or supplier, employee, volunteer, service user or supporter
• The choices you give us about what marketing or information about the project you want us to provide to you.

This notice explains how we do this, and tells you about your privacy rights and how the law protects you. This notice may change from time to time, so please check our website occasionally to ensure that you are happy with any changes

Who we are
Pembrokeshire Outdoor Schools is a local partnership initiative About Us | Pembrokeshire Outdoor Schools) which is managed by Pembrokeshire Coast National Park Authority. The partnership exists to promote and support high quality outdoor learning linked to the new Curriculum for Wales with a particular focus on learners and outdoor learning opportunities in Pembrokeshire.  

Pembrokeshire Outdoor Schools has received funding from a number of sources in recent years, including charitable trusts and Welsh Government.

You can find out more about the project’s work on their website (Pembrokeshire Outdoor Schools).

If you have any have any questions or want more details about how we use your personal information, you can contact the officer responsible for data protection.

Pembrokeshire Coast National Park Authority

DPO@pembrokeshirecoast.org.uk

01646 624800

 

You can also write to us at:

Data Protection Officer
Pembrokeshire Coast National Park Authority
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

Pembrokeshire Coast National Park Authority is registered as a Data Controller with the ICO (Information Commissioners Office). Registration number: Z6910336.

 

 

 

 

 

 

How the law protects you
Your privacy is protected by law and this section explains how that works.

Your rights
Under data protection regulations you have the following rights:

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5. The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

The rights available to you will depend on what reason (lawful basis) we have given for collecting and using your personal data.

Proper reasons (lawful basis) for using your personal data
Data Protection law says that we are allowed to use personal information only if we have a proper reason (lawful basis) to do so. This includes sharing personal information with others outside the project.

The law says we must have one or more of these reasons:

• It is necessary for the performance of a task relating to the Pembrokeshire Outdoor Schools  project’s stated activity
• To fulfil a contract we have with you, or
• When it is our legal duty, or
• When it is in our legitimate interest, or
• When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information that is not related to any legal requirements.

There are additional reasons (lawful basis) that the project must meet when processing special category data.

The data we collect
We may collect personal information about you or your business from these sources:

Data you give to us:

• When you apply for our services, such as booking to attend a training session or other activity
• When you talk to us on the phone, email or send us a letter
• When you use our website
• In emails and letters
• When enter into a contract with us
• When you sign up to become part of a network or group we facilitate
• In insurance claims or other documents

Data we collect when you use our services:

• Online profile and usage data. This includes the use of cookies when you access our website.
• Usage and engagement data for services

 

Data from third parties we work with:

• Organisations that signpost you to us
• Project partners
• Insurers
• Social networks
• Agents working on our behalf

The information we collect from you and what it is used for

Employees and Job Applicants

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing job application	Fulfilling contracts Our legal obligations
Fulfilling your employment contract	Fulfilling contracts Our legal obligations Legitimate interest	Effective HR and payroll administration within the National Park Authority or other project partner
Keeping in contact with you or your emergency contact	Fulfilling contracts Our legal obligations Legitimate interest Consent – Emergency contact	Keeping staff and emergency contacts informed
Health and Safety	Our legal obligations
Making reasonable adjustments	Our legal obligations	Fulfil requirements under the Equality Act 2010
Equality monitoring data	Our legal obligations	Fulfil requirements under the Equality Act 2010 Data will be anonymised

 Service Users and Partners – Across Services

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Liaising with relevant contacts for delivering project activity amongst project partners and stakeholders	Legitimate interest	Fulfilling the requirements of funders in delivering the project. Effective delivery of services.
Processing event / activity bookings -including getting in contact with you about it if needed	Legitimate interest	Effective processing of booking for project events and activities
Manage our relationship with you or your business	Legitimate interest	Effective supplier, customer and contractor relationships
Assessing tenders	Our legal obligations
To carry out our obligations arising from any contracts entered into by you and us	Fulfilling contracts
Information required for financial auditing requirements	Our legal obligations

 

Engagement (including online) and Marketing

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Analysing visits to our website	Consent Third Party Cookies Note: First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data. For further information see our Cookie Policy.
Photos	Legitimate Interest Consent	Enable us to publicise and engage people with the work the project does
Marketing or information about the project and activities you want us to provide to you.	Consent

How long we keep your information for
We review our retention periods for personal information on a regular basis. We are required to hold some types of information for a set length of time to fulfil our obligations, for example project evaluation, financial or human resources records. We will only hold your personal information on our systems or on file for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Project evaluation

From time to time the Pembrokeshire Outdoor Schools partnership carries out evaluative work in order to understand how effective our work is. This might relate to the website or other resources and services provided through Outdoor Schools. We may share some information with other Pembrokeshire Outdoor Schools partners.   The information we share will be anonymised and will not include your name, contact details or other information by which you could be identified. 

 

This information is processed under the area of public interest and research purposes. The information we provide on participants to the evaluation team will be stored securely. It will only be used by a limited number of researchers who are working on the overall evaluation.

 

The information will be used to produce reports. These publications will not include any information that could be used to identify participants.

Who we share your personal information with
We may share your personal information internally and amongst project partners, but only for specified purposes.

Online registration and booking

Information collected on-line for the purposes of booking on to activities / training programme is gathered using the ER (Easy Registration) plug-in https://wordpress.org/plugins/easy-registration-forms/ .  The data is held online for a limited period before being transferred to a secure off-line date store to be used for the purposes highlighted above.

 

How we use your personal information to make automated decisions
Currently we don’t use your information to make automated decisions. If this changes in the future we will update this section of the notice.

If you choose not to give personal information
We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform tasks related to a service you are looking to access.

Any data collection that is optional would be made clear at the point of collection

Consent and withdrawing consent
Where individual consent is needed to process personal information we will make you aware. Consent will not generally be a precondition of signing up to a service or activity.

You can withdraw your consent at any time. Please contact the project’s co-ordinator if you want to do so at bryonyr@pembrokeshirecoast.org.uk or the relevant project officer to whom you provide consent.

If you withdraw your consent, we may not be able to provide certain information or services to you. If this is the case, we will tell you.

 

How to get a copy of your personal information
You can access your personal information we hold by writing to us to the address below:

Pembrokeshire Outdoor Schools (administration)
Pembrokeshire Coast National Park Authority
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

If you need assistance please contact:, bryonyr@pembrokeshirecoast.org.uk Tel: 01646 624800.

Letting us know if your personal information is incorrect
If we hold information about you, you can ask us to correct any mistakes by contacting us at bryonyr@pembrokeshirecoast.org.uk or phoning us on 01646 624800, writing to us or contacting the relevant project officer to whom you provided the information to. We will take reasonable steps to check the accuracy of the data we hold and correct it.

What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

 

You can ask us to restrict the use of your personal information if:

• It is not accurate
• It has been used unlawfully but you don’t want us to delete it
• It is not relevant any more, but you want us to keep it for use in legal claims
• You have already asked us to stop using your data, but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us at DPO@pembrokeshirecoast.org.uk.

Cookies

As most of the online services, our website uses cookies first-party and third-party cookies for a number of purposes. The first-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.

The third-party cookies used on our websites are used mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.

You can manage your cookies preferences by clicking on the “Cookie settings” button and enabling or disabling the cookie categories on the popup according to your preferences.  Alternatively, most web browsers allow some control of most cookies through the browser settings. 

Further information is provided in our Cookie Policy.

Sending data outside the UK
We will only send your data outside of the UK to:

• Comply with a legal duty
• Or, when data processors we use send data outside the UK, but have relevant safeguards in place.

If we, or a processor we use, does transfer information outside of the UK, we will make sure that it is protected in the same way as if it was being used in the UK. We’ll use one of these safeguards:

• Ensure the receiver is located in the European Economic Area (EEA) a third country or territory or is an international organisation, covered by UK “adequacy regulations”.
• Put in place a contract with the recipient that means they must protect it to the same standards as the UK.

16 or under
We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please ensure you get your parent/guardian’s permission beforehand whenever you provide us with personal information.

How to complain
Please let us know if you are unhappy with how we have used your personal information. Please contact project data protection officers

DPO@pembrokeshirecoast.org.uk or 01646 624800

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern. There helpline number is 0303 123 1113.