We (Thornbridge Outdoors, Sheffield City Council) collect personal information in a variety of ways e.g. via paper or online forms, by telephone or in face to face meetings, by email and letters. We also record images of people through CCTV.

This information may have been provided directly by you, your representative, a member of staff or by another organisation where there is a legal reason for them to share your information with us.

We will use the information you provide in order to:

  • deliver effective services to you / your group and understand your needs
  • ensure that we fulfil our legal obligations
  • maintain and update your customer records or contact details
  • contact you when we need to
  • obtain your opinion and feedback about the services we provide
  • support NHS Test and Trace

The following information provided to us will be used to fulfil a contract between us and you and to be able to deliver an effective service; for example a residential trip, hire of premises, course, training, outdoor activities or attending an event:

  • Names
  • Telephone numbers
  • Organisation details
  • Addresses
  • Email addresses
  • Age / date of birth / school year group
  • Gender
  • Registration numbers (for some accredited courses only)
  • Relevant experience (for some accredited courses only)

The following information provided to us will be used to protect the vital interests of everyone by making sure the service is appropriate to the needs to everyone, to keep everyone safe and to be able to act in an emergency situation:

  • List of all participants
  • Medical details and dietary information
  • Special Educational Needs and Disabilities
  • Emergency contact details and next of kin details

Failure to provide this information will result is us not being able to deliver the service to you in an effective and safe manner.

NHS Test and Trace

To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.  By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.  When you arrive you will be asked to provide some basic information and contact details.  The following information will be collected on our dedicated NHS Test and Trace form:

  • the names of all participants aged 16 and over
  • a contact phone number for each participant aged 16 and over
  • arrival time and departure time for each participant aged 16 and over

In addition, if you only interact with one member of staff during your visit, the name of the assigned staff member will be recorded alongside your information.

To help us to deliver an effective service we use a range of online services, some of which have data centres based outside of the EU:

G Suite Business Applications (Worldwide)

What we collect*:

  • Name
  • Email address
  • IP address
  • Geographical location

See Google’s commitment to the GDPR.  Please call us to opt out and we will communicate without using the G Suite Business Applications.

Mailchimp Electronic Newsletter (USA)

What we collect:

  • Name
  • Email Address
  • IP address
  • Geographical location

See Mailchimp’s GDPR information.  To opt out use the ‘update my subscription’ option on each newsletter.

* In addition to information you send to us using these services.

Accredited courses only

We will share your information with the following third parties:

  • National Governing Bodies and Awarding Organisations

We only provide the minimum information necessary to enable them to provide services to you and it is done with either the relevant contracts and / or information sharing agreements in place. These organisations are required to retain your information in a secure manner and only use it to undertake the services they provide to you on our behalf; for example to provide you with a certificate should you pass an accredited course.

All other bookings

Your information will only be used by us and we will not share it with any third party.

NHS Test and Trace

We will only share the information provided to us on our dedicated NHS Test and Trace form with NHS Test and Trace if it is specifically requested by them.

Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing.  Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order).

This varies depending on the type of information, as well as the legal requirements and reason we are keeping the information. In some instances the law sets the length of time information has to be kept. We also have retention and disposal schedules which give details about how long we need to keep different types of information.

Adult only groups

The information you provide may be kept for up to 7 years from the day of visit / course after which it will be deleted.

Groups with any children under 18

The information you provide may be kept until the youngest child in your group reaches 25 years old after which it will be deleted.

NHS Test and Trace

NHS Test and Trace have asked us to retain the information you provide on our dedicated NHS Test and Trace form for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period.

For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or time-band, or over a 2-day period).

However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (see section “How we will use your information”).  Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.

Your data will be kept safe in line with our Data Protection Policy.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website contains links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

You have rights under Data Protection law. For further details about your rights, the contact details of our Data Protection Officer and your right to make a complaint please see our Data Protection web page:

https://www.sheffield.gov.uk/privacy

This privacy notice was last updated on 27/04/2021.

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