Privacy Policy

Privacy Statement

Introduction

Gul Outdoor Therapy is a registered Charitable Incorporated Organisation.

If you have any questions about how we use your personal information, please contact us using the details above.

Gul Outdoor Therapy is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Notice explains what personal information we collect, why we collect it, how we use it and the rights you have under UK data protection law.

This notice applies to anyone who interacts with Gul, including:

Children and young people
Parents and carers
Adult participants
Employees
Volunteers
Donors
Supporters
Visitors to our website
Partner organisations

What information we collect

Depending on how you interact with Gul, we may collect:

Personal details

Name
Address
Email address
Telephone number
Date of birth
Emergency contact details

Information relating to our services

Where appropriate, we may collect:

Medical information
Allergies
Disabilities
Additional support needs
Risk assessments
Attendance records
Safeguarding information

Employment and volunteering

Where relevant we may collect:

Employment history
References
DBS information
Qualifications
Training records
Next of kin details

Donations and fundraising

We may collect:

Donation history
Gift Aid declarations
Payment information
Event registrations

Please note that Gul does not store full payment card details. Payments are processed securely through approved payment providers.

Why we collect your information

We use personal information to:

Deliver our outdoor therapy and education services
Keep participants safe
Communicate with families and participants
Manage bookings
Recruit and support staff and volunteers
Process donations and Gift Aid
Meet our safeguarding responsibilities
Comply with legal obligations
Improve our services
Respond to enquiries

We only collect information that is relevant and necessary.

Our lawful basis for processing

UK GDPR requires organisations to have a lawful basis for using personal information.

Depending on the activity, Gul relies on one or more of the following:

Consent
Contract
Legal obligation
Vital interests
Public task
Legitimate interests

Where we rely on consent, you may withdraw it at any time.

Special category information

Some of the information we collect is classed as special category data because it relates to matters such as health or disability.

We only collect this information where it is necessary to:

Deliver our services safely
Meet safeguarding responsibilities
Meet legal obligations
Protect someone's vital interests
Provide appropriate support

Access to this information is limited to those who need it.

Who we share your information with

We only share information where it is appropriate and lawful.

This may include:

Schools
Local authorities
Health professionals
Social care services
Funding bodies (normally in anonymised form)
Emergency services
Professional advisers
Approved IT and software providers
Payment processing providers

We will never sell your personal information.

Safeguarding

Protecting children and vulnerable adults is one of Gul's core responsibilities.

Where we believe someone may be at risk of harm, we may share relevant information without consent where the law allows or requires us to do so.

How we keep your information safe

We take appropriate technical and organisational measures to protect personal information.

These include:

Secure computer systems
Password protection
Controlled staff access
Secure cloud storage
Staff training
Confidential disposal of records

While we work hard to protect information, no method of transmitting information over the internet is completely secure.

How long we keep information

We only keep personal information for as long as necessary.

Retention periods vary depending on the type of information and the legal requirements that apply.

When information is no longer required it is securely deleted or destroyed.

Your rights

You have the right to:

Know how your information is used
Request a copy of your information
Ask us to correct inaccurate information
Ask us to delete information where appropriate
Restrict how we use your information in certain circumstances
Object to certain types of processing
Request transfer of your information where applicable
Withdraw consent where consent is the lawful basis

To exercise any of these rights, please contact us.

We normally respond within one calendar month.

Making a complaint

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve your concerns.

If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO).

Website and cookies

Our website uses cookies to help it function, improve performance and understand how visitors use our website.

Where required, you will be asked for your consent before optional cookies are used.

More information can be found in our separate Cookie Policy.

Changes to this notice

We may update this Privacy Notice from time to time to reflect changes in legislation or the way we operate.

The latest version will always be available on our website.