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

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)
  • Emergency contact details and next of kin details

We require your explicit consent to process the following information, which will be used to make reasonable adjustments, keep everyone safe and to be able to act in an emergency:

  • Medical details and dietary information
  • Special Educational Needs and Disabilities

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

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.

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.

Your data will be kept safe in line with our Data Protection Policy: https://www.sheffield.gov.uk/utilities/footer-links/privacy-notice

Cookies on our website

Please see our Cookie Policy for information on cookies when using our 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:


This privacy notice was last updated on 24/02/2023.

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