Privacy Policy

LAUREL’S WOOD CIC – PRIVACY NOTICE

Our Commitment to You
At Laurel’s Wood CIC, we are committed to protecting your personal information and being transparent about what we do with it. Whether you attend a session, volunteer, work with us, or make an enquiry, we will handle your information securely, fairly, and in line with UK data protection law.

The Law
We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003.

Who We Are
Laurel’s Wood CIC is a Community Interest Company registered in England, company number 14316042.
If you have any questions, contact us at: info@laurelswood.co.uk

The Information We Collect
We may collect:

  • Name, contact details (email, phone, address)

  • Booking and payment details

  • Emergency contact information

  • Details relating to your participation in our activities

  • For children: name, age, and any relevant medical or accessibility information (with parental consent)

How We Collect Your Information

  • Directly from you when you book, enquire, volunteer, or work with us

  • Via our booking platform (BookWhen) or payment processors (e.g. Stripe, PayPal)

  • Through partner organisations if you attend an event we run together (with your consent)

Why We Use Your Information (Lawful Bases)
We process your data under one or more of the following lawful bases:

  • Contractual obligation – to provide the services you have booked.

  • Consent – where you have agreed for us to contact you or share information.

  • Legitimate interests – for running and promoting our activities in ways you would reasonably expect.

  • Legal obligation – for example, to keep financial records for HMRC.

What We Do With Your Information
We use your information to:

  • Process bookings and payments

  • Provide the services you have requested

  • Manage events, volunteers, and licences to occupy

  • Respond to enquiries, feedback, and complaints

  • Meet legal and safeguarding requirements

We may share your data with:

  • Third-party activity providers running your booked session

  • Our booking and payment service providers (BookWhen, Stripe, PayPal)

  • Emergency services if required for health or safety reasons

We will never sell your data.

Photography & Video
We sometimes take photographs or short videos during sessions for use in Laurel’s Wood CIC promotional materials, including our website, social media, and printed publications. We will only use photographs or video of you or your child where you have given your explicit consent. Consent can be withdrawn at any time by contacting us at info@laurelswood.co.uk. If you do not give consent, we will ensure you/your child are not included in promotional images.

Where We Store Your Data
We store your data securely on UK-based systems or trusted providers outside the UK that meet UK GDPR adequacy standards.

Children’s Data
We only collect personal information about children that is necessary for participation in our activities. This is provided by a parent or legal guardian and handled with extra care.

How Long We Keep Your Data

  • Booking and payment records – 7 years (for tax and accounting purposes)

  • Enquiries – 12 months from last contact

  • Medical/emergency contact forms – securely destroyed after the activity ends
    We review data regularly and securely delete or anonymise it when no longer needed.

Your Rights
You have the right to: access, correct, erase, restrict, or object to our processing of your data, and to request we transfer it to another organisation. To exercise your rights, contact info@laurelswood.co.uk. We will respond within one month.

Complaints
If you have concerns about our use of your data, you can contact the Information Commissioner’s Office:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 | www.ico.org.uk