Privacy Policy

Woodland Roots Ltd

Registered Address: Blount House, Hall Court, Hall Park Way, Telford, Shropshire, TF3 4NQ
Email: hello@woodlandroots.co.uk
Contact: Thomas Wright – 07472 030558
Website: https://www.woodlandroots.co.uk
Company Registration Number: 15501182
ICO Registration: ZB720090

1. Introduction

Woodland Roots Ltd takes your privacy and data protection seriously.

This Privacy Policy explains how we collect, use, store, and protect personal data when you:

  • Book or attend courses, training, events, or sessions

  • Purchase products or gift vouchers from our online store

  • Contact us or interact with our website

All personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies across all Woodland Roots services, including bookings and store purchases.

2. Who We Are

Woodland Roots Ltd is an outdoor activity and training provider delivering bushcraft courses, outdoor learning sessions, holiday programmes, birthday parties, team-building experiences, bespoke group sessions, and recognised outdoor training such as Outdoor First Aid.

Our services are delivered in outdoor environments and may involve adults, young people, schools, youth groups, organisations, and workplaces.

3. What Information We Collect

We collect personal data only where necessary to deliver our services safely, effectively, and lawfully.

3.1 Bookings and Course Participation

When you book a course or session (including via TicketTailor), we may collect:

  • Name

  • Email address

  • Phone number

  • Booking details (course, date, ticket type)

  • Payment confirmation (processed securely via third-party providers)

3.2 Participant Information (where required)

For certain sessions, we may also collect:

  • Date of birth

  • Home address

  • Medical history and relevant health information

  • Emergency contact details

  • Dietary requirements or allergies (where food is provided)

  • Consent forms (including participation and photography, where applicable)

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

3.3 Store Purchases

When you purchase products or gift vouchers from our online store, we may collect:

  • Name

  • Email address

  • Billing and delivery address

  • Order details and purchase history

Payment details are processed securely via Stripe. Woodland Roots Ltd does not store full card details.

3.4 Communications

We may retain records of:

  • Emails or messages you send to us

  • Customer service enquiries or feedback

  • Booking or order-related correspondence

3.5 Website and Technical Information

Our website uses cookies and analytics tools to collect limited technical data, such as:

  • Device and browser type

  • Page interactions and usage patterns

This information does not identify individuals personally.

4. How We Use Your Information

We use personal data to:

  • Manage bookings, orders, payments, and refunds

  • Deliver courses, training, and sessions safely

  • Meet safeguarding, health and safety, and insurance requirements

  • Prepare for medical, dietary, or accessibility needs where disclosed

  • Communicate important updates, confirmations, or changes

  • Comply with legal, tax, and regulatory obligations

  • Improve our services and customer experience

We may use anonymised data for reporting or service improvement.

5. Lawful Basis for Processing

Under UK GDPR, we process personal data using the following lawful bases:

  • Contract – to fulfil bookings, purchases, and agreements

  • Legal obligation – for health & safety, safeguarding, insurance, and accounting

  • Legitimate interests – to operate and improve our services safely and effectively

  • Consent – for optional activities such as marketing or photography

You may withdraw consent at any time.

6. Third-Party Services and Data Sharing

We do not sell personal data.

We may share limited, relevant data with trusted third parties where necessary, including:

  • TicketTailor – for course and event bookings

  • Stripe – for secure payment processing

  • Delivery and courier services (for store orders)

  • Accountants and accounting software

  • HMRC

  • Insurance providers

  • IT and website service providers

  • Freelance instructors assisting with sessions

  • Legal or regulatory bodies where required by law

All third parties are required to handle data securely and in accordance with data protection law.

7. Data Storage and Retention

Personal data is stored securely using encrypted cloud-based systems.

Access is restricted to Woodland Roots Ltd Directors and authorised personnel only.

We will:

  • Delete participant information after sessions are completed, unless there is a lawful reason to retain it (e.g. accident reports)

  • Retain financial and transaction records for six years, in line with UK legal requirements

  • Regularly review stored data to ensure it remains accurate and necessary

8. Cookies

Our website uses cookies to:

  • Support booking and contact forms

  • Analyse website performance and usability

A cookie consent option is displayed when you first visit the site, allowing you to manage your preferences.

Cookies do not identify individuals personally.

9. Your Data Protection Rights

Under UK 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

  • Objection – object to processing in certain circumstances

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

There is no charge for exercising these rights. We will respond within one month.

10. How to Raise a Concern or Complaint

If you have any concerns about how your data is used, please contact us first:

Woodland Roots Ltd
Email: hello@woodlandroots.co.uk
Telephone: 07472 030558
Contact: Thomas Wright

If you remain dissatisfied, you have the right to 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

11. Policy Updates

We may update this Privacy Policy to reflect changes in legislation, technology, or how we operate.

The most current version will always be available on our website.

Last updated: 23rd January 2026
Next review date: January 2027
Version: 2.1