Booking Privacy Policy

Woodland Roots Ltd

Registered Address: B1 Vantage Park, Old Gloucester Road, Hambrook, BS16 1GW
Email: hello@woodlandroots.co.uk
Contact: Thomas Wright – 07472 030558
Website: https://www.woodlandroots.co.uk
Company Registration Number: 15501182
ICO Registration: ZB720090

Overview

At Woodland Roots Ltd, we take your privacy seriously. Our website and services may require the collection of personal data to ensure we can safely and effectively deliver our outdoor courses, events, parties, and experiences.

All personal data processing is carried out in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains what information we collect, why we collect it, and how it is used, stored, and protected.

Who We Are

Woodland Roots Ltd offers a unique blend of adventure and learning through bushcraft courses, team-building experiences, birthday parties, holiday clubs, and bespoke outdoor sessions. Our mission is to reconnect people with nature, build confidence, and encourage hands-on learning in the outdoors.

What Information We Collect

We collect information at various stages of the booking and participation process to ensure that our sessions are suitable, safe, and enjoyable for everyone.. This may include:

Gift Certificate Purchases:

  • Your name and/or the recipient’s name

  • Your email address and/or the recipient’s email address

  • Phone number

Individual Bookings (via website):

  • Course selection and date

  • Your name, email address, and phone number

  • Payment information (via Stripe – Stripe Privacy Policy)

Group / Bespoke Bookings:

  • Organiser’s name, email address, and phone number

  • Course details and date

  • Number of participants (adults and under-18s)

  • Names of attendees

  • Confirmation that all under-18s are accompanied by a parent or responsible adult

  • Payment information (via Stripe)

Participant Forms (for all bookings):

  • Home address and date of birth

  • Medical history and emergency contact details

  • Consent forms (including consent for participation and, if relevant, photography)

For certain sessions — such as birthday parties, full-day courses, or holiday clubs — we may also ask about dietary needs or allergies to ensure food safety during meal or snack preparation.

Photo ID may be viewed on the day for safeguarding purposes but will not be copied or stored.

Why We Collect Your Information

We collect and process information to:

  • Deliver sessions safely and appropriately

  • Comply with health and safety and safeguarding requirements

  • Prepare for medical needs, dietary requirements, or other considerations

  • Carry out risk assessments and report incidents or accidents where required

  • Manage bookings, payments, invoices, and receipts

  • Communicate course details, updates, or cancellations

In rare cases, we may need to share relevant details with:

  • Emergency services

  • Next of kin

  • Legal or regulatory bodies (where required by law)

Lawful Basis for Processing

Woodland Roots Ltd processes personal data based on:

  • Legitimate interests – to deliver our services safely and effectively

  • Contract – where processing is necessary to fulfil a booking or agreement

  • Legal obligation – for health and safety, insurance, or tax purposes

  • Consent – for optional activities such as marketing or photography

We will always inform you why we are collecting your data and how it will be used.

How We Use the Information

Your information helps us to:

  • Prepare appropriate equipment, materials, and supervision

  • Adapt activities for health conditions or disabilities

  • Ensure food safety and allergy awareness where food is prepared or served

  • Create invoices, receipts, and quotations

  • Comply with health and safety and insurance obligations

We may also use anonymised data to improve our services or monitor participation trends.

Third parties who may receive limited, relevant data include:

  • Accountants and accountancy software

  • HMRC

  • Course booking systems

  • IT providers

  • Insurance providers

  • Subcontractors / Freelancers assisting with sessions

  • Professional intermediaries

  • Debt recovery agencies

  • Legal or regulatory bodies

All such parties are contractually bound to maintain confidentiality and comply with data protection laws.

Cookies

Our website uses cookies to:

  • Support the booking and contact forms

  • Analyse website performance and user experience

Cookies do not identify you personally. You can manage or disable cookies via your browser settings.

Access to all data is managed by Thomas Wright, who may grant limited access to marketing providers for performance analysis only.

How We Store and Retain Your Information

We maintain secure, encrypted cloud storage for all personal information. Access is restricted to Woodland Roots Ltd Directors.

We will:

  • Delete participant details once the session or course has been completed (unless there is a lawful reason to retain them, such as an accident report)

  • Retain financial or accounting records for six years, as required by UK law

  • Review stored data regularly to ensure it remains accurate and necessary

Your data protection rights

Under data protection law, you have the right to:

  • Access – request copies of your personal data

  • Rectification – request correction of inaccurate or incomplete data

  • Erasure – request deletion of your data in certain circumstances

  • Restriction – request limitation of processing in certain circumstances

  • Objection – object to data processing in certain circumstances

  • Portability – request transfer of your data to another organisation or yourself

You will not be charged for exercising these rights. We will respond within one month of receiving your request.

How to Complain

If you have concerns about how we use your data, please contact us first:

Woodland Roots Ltd
B1 Vantage Park, Old Gloucester Road, Hambrook, BS16 1GW
Telephone: 07472 030558
Email: hello@woodlandroots.co.uk
Contact: Thomas Wright

If you are unsatisfied with our response, you can contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk

Policy Updates

Woodland Roots Ltd may update this policy periodically to reflect changes in law, technology, or our business practices. The most current version will always be available on our website.

Last updated: 12th November 2025
Next review date: December 2026
Version: 1.3