Privacy Statement updated May 2018
This privacy notice sets out how Forest Bathe controls your personal data. This includes any information you may provide through our website www.forestbathe.co.uk when you make an enquiry, sign-up to our newsletter, apply for a job or volunteering position, take part in test projects, or book a course via Eventbrite.
Carina Greenwood is the data controller and Forest Bathe are responsible for your personal data (referred to as ‘we’, ‘us’ or ‘our’ in this privacy notice.
Forest Bathe Privacy Statement:
We do not share your personal information with third parties or send you Forest Bathe communication without your prior consent under the terms set out in this policy. You must actively give us your consent in order for us to process your personal data in this way. We may have to share your personal data with third parties (see 2 below).
N.B: Children under the age of 13 years (as proposed in the Data Protection Bill – subject to Parliamentary approval) must have the consent of the adult who holds responsibility for that child. They as children hold the same rights as adults over their personal data and may wish to have access to it a later date also. The same applies for vulnerable adults, who need the consent of their carer or person who takes responsibility for their communication when they are not able to do so for themselves. Adults unable to read or understand English should ask for assistance in contacting firstname.lastname@example.org with any concerns they may have regarding the policy so that appropriate measures can be taken to explain it clearly/translate it.
- What personal data do we collect and how do we use it?
- Publicly shared data
- Request amendment or deletion of your data
- Forest Bathe Newsletter Subscription
- External links
- Job/volunteering applications
- Test Projects
- Legal Requirements
- Commercial disposal to third parties
- Data retention
- Amending our Privacy Statement
What personal data do we collect, and how do we use it
We collect personal data from you when you book on to a course or email us. You may opt in to receive newsletters twice a year or like to contribute materials to share with us on our network. This information is protected by UK data protection law. We will remind you how we use your data whenever you give us your details, and ensure you have a choice about what data you share.
When you make an enquiry, we ask you to provide us with details such as name, email address and mobile number – so that we can get back in touch with you and answer your question.
We also ask you to complete a simple, short questionnaire if you are attending a course, so that we can meet your needs, (whether they be investigative, health related etc) and make sure that you stay safe in the forest. It also enables us to contact you in case of cancellation due to extreme weather, unforeseen forestry work on site or ill health. Forest Bathe holds your health/mobility details from this questionnaire securely. These are printed out and held in a locked file for as long as you wish to keep attending courses and as long as is necessary. The email containing these details is deleted permanently once stored in this way.
If you want to change the way in which we communicate with you or stop communications from Forest Bathe you can do so at any time by clicking the ‘unsubscribe’ link at the end of our newsletter or by emailing email@example.com. (see also ‘Third Party’/external links). You have a right to erasure (also known as the right to be forgotten) and the right to remove your data (portability).
Our website www.forestbathe.co.uk is powered by WordPress. WordPress use tracking cookies on their sites to identity users with administrative rights to publish on the website. In our case this relates to our own use as site administrators. Comments are not enabled on our site.
Our website does not carry third party advertising or use third party plugins.
We may also have to share your information with the following third parties:
- Professional advisers including lawyers, bankers, auditors and insurers.
- Government bodies that require us to report processing activities.
If you click on Eventbrite, whom we use for booking purposes, your data will be protected within the Privacy Shield Framework. You can pay securely with your PayPal account.
If you are an organisation we will give the name of it only to the Forestry Commission so that they can manage diary bookings by us alongside other groups visiting the forest. If you are an individual your identity will not be shared with The Forestry Commission or any other owner of woodland spaces that we use.
If you click on other links on our web site you will need to check their own privacy policies.
3. Request amendment or deletion of your data
If you wish to amend or remove any data that Forest Bathe holds about you – you can do so at any time by emailing firstname.lastname@example.org. Your information will be deleted permanently within 1 week of making your request. You are welcome to sign up again at a later date if you choose to.
When you sign up for our newsletter:
- We will collect your name and email address
- You agree the collection, storage and processing of this personal data by Forest Bathe via names.co.uk. Your data will be used to send you our newsletter, twice annually which may include reviews, press coverage, views and opportunities from Forest Bathe and related national and international news and research which may be of interest to you. We will also use your contact information to send you notices (should we update our policies) or need to re-affirm your communications preferences.
- We will confirm that the information we hold is accurate and up to date by contacting you annually to ensure that you still want to hear from us, and what you’re interested in.
Our newsletter opt-out policy:
- You can opt-out from our newsletter at any time by clicking on the ‘unsubscribe’ link at the bottom of the newsletter or by emailing email@example.com.
http://www.forestbathe.co.uk contains links to other websites. When you click on any of these links you are moving onto another site and their terms, conditions and policies will apply when you are visiting their pages. These terms and conditions may differ from those of Forest Bathe.
We may advertise a Forest Bathe job vacancy or other opportunity on our website which you can apply for. Applications are requested via email, although hard copies can be sent if there is good reason to do so. If you apply for a job or position or to volunteer with Forestbathe we collect personal data from you. We may also offer you the opportunity to complete an Equal Opportunities Monitoring Form which contains Special Characteristic data.
If sent electronically, the application form and CV you send are processed using ‘Word’ and stored on file with a secure password until the vacancy is taken, when applicants not employed will be deleted from our records unless they request to be kept on them for the purpose of future opportunities.
The information you send on the Equal Opportunities form is optional. The information will be collated anonymously on to an excel spreadsheet.
If you send a paper copy of your application and Equal Opportunities form, the EO form is detached from your application before being collated and then shredded.
Forest Bathe may do ‘test’ projects to gain new insights and increase diversity and learning in arts, health and wellbeing around nature in Gloucestershire. If you take part in one of our test projects we may collect your name, email address and occasionally your phone number in order to keep in touch with you through the duration of the project.
This personal data will only be used in connection with the specific project. You may be invited to contribute to the learning gained from the project via a survey during or after the project is complete. Surveys are often anonymous but on occasion may request personal data or special characteristics data if the test programme requires it. If this is the case, we will be clear about why we are asking for this data, what system we are using to collect it, give you the choice about what data you share and confirm how we will use and protect your information.
Forest Bathe may be required to disclose your user data by a court order or to comply with other legal requirements. We will endeavour to inform you of this requirement wherever possible, unless we are legally restricted from doing so.
Commercial disposal to third parties
Forest Bathe does not sell, rent or distribute any personally identifying data from our users to third parties for commercial purposes without your prior consent.
The company works in partnership to deliver its test projects. As such it may help to share personal data with partner organisations. In this case, you will be given the right to choose whether or not you wish your personal data to be shared with a specific named partner and will be given detailed information about how your data will be protected within the partnership arrangements. Data protection obligations and agreed data sharing protocols are also detailed within the Partnership Agreement between Forest Bathe and the Test Project Partner. Be assured that we will not be sharing data with any partner organisation that is not GDPR compliant.
Any personal data that we process for any purpose shall not be kept for longer than is necessary for that purpose, including for the purpose of satisfying any legal, accounting, or reporting requirements.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements. For tax purposes the law requires us to keep basic information about our clients (including Contact, Identity, Financial and Transaction Data) for six years after they stop being clients.
We will take steps to regularly audit the data we hold with a view to removing any data which is no longer necessary for that purpose.
You may instruct us to provide you with any personal data we hold about you; this may be subject to the supply of appropriate evidence of your identity.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Amending our Privacy Statement
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. If we make substantive changes we will notify you by email with a link to the updated policy.
If you have any questions about the Policy or would like to change your communication preferences contact us at firstname.lastname@example.org.
Privacy Statement updated May 2018