Privacy Policy

Introduction

At The Outdoor Learning Company (OLC), we are committed to safeguarding your privacy and ensuring that your personal data is protected in accordance with UK data protection laws, including the General Data Protection Regulation (GDPR).
This Privacy Policy explains the types of personal data we may collect about you when you interact with us, how we use and protect that data, and your rights.

We aim to provide you with a clear understanding of how we handle your information. Whether you’re browsing our website, using our services, or communicating with us, this policy covers how your data is processed and secured. If you have any questions, please don’t hesitate to contact us.

Who We Are

The Outdoor Learning Company (OLC) is the trading name of Calder and Hannam LTD, a company registered in England and Wales (Company Number 1009544). Our registered office is located at Brinkley, Middle Road, Tiptoe, Lymington, Hampshire, SO41 6FX.
When we refer to "we," "us," or "our," we mean The Outdoor Learning Company.
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Our Legal Basis for Handling Your Data

We only process your personal data when we have a valid legal basis. Depending on the nature of our interaction with you, this includes:
• Consent:
We collect and process data with your explicit consent in specific situations, such as signing up for our newsletters or granting permission to use your child’s photographs for developmental tracking.
• Contractual Obligations:
To fulfil a contract with you, we may need to collect and process data. For example, when you purchase a product or book a session, we require your address and payment details to complete the transaction.
• Legal Compliance:
If required by law, we may collect and share your data. For instance, we may need to report safeguarding concerns to local authorities or law enforcement.
• Legitimate Interests:
We may process your data for purposes that are essential to running our business and delivering services, as long as these activities do not override your rights. For example, we use feedback from members to improve our services and send sector updates that may benefit your practice.
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When Do We Collect Your Data?

We collect your personal data in the following situations:
• When you visit our website, create an account, purchase products, book sessions, or make an enquiry.
• When you register for or use one of our childcare services.
• When you sign up for our newsletters or download sample documents.
• When you participate in surveys, competitions, or promotions.
• When you communicate with us via social media or other channels.
• When you use our settings or facilities, including where CCTV is in operation for security purposes.
• When you apply for a job with us or use our services that require documentation or proof of eligibility.
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What Data Do We Collect?

We collect and use different types of personal data depending on your interaction with us, including:
• Purchase Information:
Name, address, phone number, email address, payment details, and purchase history to fulfil orders and provide receipts.
• Childcare Information:
For those using our childcare services, we collect information about your child’s welfare, health, and development needs, as well as emergency contact details and eligibility information for government-funded childcare.
• Communication Records:
Details provided in your enquiries or feedback, such as name, email, phone number, and message content, to respond effectively to your queries.
• Marketing Preferences:
With your consent, we use your name and email address to send newsletters, promotions, and updates about our services.
• CCTV Footage:
Images may be recorded on our premises for security purposes.
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How We Use Your Data

We use your personal data to:
• Deliver the products or services you request.
• Respond to your enquiries or feedback.
• Improve our services based on your interactions and feedback.
• Fulfil legal obligations, such as reporting safeguarding concerns.
• Send you relevant marketing communications, if you have consented.
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Who Do We Share Your Data With?

We only share your data with trusted third parties when necessary to deliver our services or comply with legal obligations. These include:
• Service Providers: IT support, payment processors, delivery couriers, and marketing platforms.
• Legal Authorities: In cases of safeguarding concerns or as required by law.
• Professional Partners: For example, insurance providers or government departments overseeing childcare funding.
• Tapestry Early Years Journal: For families using our childcare services, we share relevant information, such as your child’s name, date of birth, and developmental records, with Tapestry Early Years Journal to support learning and developmental tracking.
All third parties are required to comply with data protection laws and maintain the confidentiality and security of your data.
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How We Protect Your Data

We implement robust technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. This includes:
• Secure servers and encrypted payment transactions.
• Confidentiality agreements with third-party processors.
• Locked storage for paper records.
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Where Is Your Data Stored?

Your data is stored securely on systems located in the UK or the European Economic Area (EEA). In some cases, third-party processors may store data outside the EEA but are required to meet equivalent data protection standards.
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How Long Do We Keep Your Data?

We retain your personal data only as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, or reporting requirements.
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Your Rights
You have the following rights under data protection laws:
• Access: Request access to your data.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data where it is no longer necessary.
• Objection: Object to certain processing activities.
• Withdraw Consent: Where processing is based on consent, you can withdraw consent at any time.
To exercise any of these rights, please contact us in writing at:
The Outdoor Learning Company
Nursery & Preschool, Reading Room, Hinton, Christchurch, BH23 7DX
Email: admin@theoutdoorlearningcompany.co.uk
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How to Make a Complaint
If you have concerns about how we handle your data, you can contact us using the details above. If we are unable to resolve your complaint, you have the right to contact the UK Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://ico.org.uk/
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Changes to This Policy
This policy is reviewed regularly. Any updates will be posted on our website to keep you informed.
Last updated: 7 January 2025