1.1 We are committed to protecting and respecting your and your pupils’ privacy. Active Learning Centres (ALC) run children’s residential school trips and other experiences across the United Kingdom. In this privacy notice, references to “we”, “us”, “our” is a reference to Active Learning Centres and the residential centre which you and/or your child are attending, may be attending or has attended.
1.2 This privacy notice sets out the basis on which any personal data we collect from you or a pupil, or that you provide to us, is handled by us. We also have a privacy notice addressed to pupils. This is available further down this page.
1.3 Please read the following carefully to understand our views and practices regarding your and your pupils’ personal data and how we will treat it.
1.4 For the purposes of the General Data Protection Regulation 2016/679 (“GDPR”), we are the data controller and our contact address is Unit 15, Eyston Way, Abingdon, Oxfordshire, OX14 1TR. Our ICO registration number is ZA237436.
1.5 If you are reading this privacy notice online, we recommend that you print and retain a copy for future reference.
2 INFORMATION WE COLLECT ABOUT YOU AND YOUR CHILD
Information you give us
2.1 You may give us personal data about you or pupils, in a number of ways; these include:
2.1.1 using, visiting or interacting with our website (such as submitting an enquiry to us);
2.1.2 visiting one of our residential camps;
2.1.3 corresponding with us by phone, e-mail or post; and
2.1.4 sending information directly to us, for example when giving us medical records or information about a pupil’s health, completing residential camp forms or providing information as requested by us and/or which is necessary from time to time.
2.2 The information you give us may include the following information about you and / or your pupils:
2.2.1 parent or guardian emergency contact details (including home address, e-mail address, and mobile, home and/or work phone number);
2.2.2 full name;
2.2.4 year group and school contact details;
2.2.5 medical information (including details about special education needs, medical or physical conditions and/or accidents); and information we receive from other sources
2.3 We may be working closely with other third parties (including, for example, medical practitioners, photographers, local authorities, education authorities, and lawyers) and may receive information about you from them. We may receive information about you if you use any of the other websites we operate or the other services we provide. Technical information we collect about you when you visit our website
2.4 With regard to each of your visits to our website we may automatically collect the following information:
2.4 1 technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
2.4.2 information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our number.
2.5 Our website may contain links to and from the websites of our partner networks, advertisers, suppliers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
4 CONTACT US
4.1 Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to the Active Learning Centres Data Protection Co-Ordinator by email at email@example.com or write to us at The Active Learning Centres Company, Unit 15, Eyston Way, Abingdon, Oxfordshire, OX14 1TR. 4.2 As Active Learning Centres is part of the Cognita group of companies, Cognita has a Data Protection Officer whose contact details are as follows: Group Legal Director (DPO@Cognita.com). We would encourage you, however, to contact the Active Learning Centres Data Protection Co-Ordinator in the first instance if you have any queries.
5 USES MADE OF THE INFORMATION YOU GIVE TO US
5.1 We will use the information you give to us to pursue the following legitimate interests:
5.1.1 to provide residential school trips for the pupil in close liaison with the school;
5.1.2 to protect the welfare of all children and to promote the objects and interest of Active Learning Centres and the Active Learning Group;
5.1.3 to store this information on our chosen management information system;
5.1.4 to manage any queries or disputes you or a pupil may have with us or that we have with you or a pupil;
5.1.5 to provide you with information about other similar services that we offer. You have the right to ask us not to use your details for marketing;
5.1.6 to keep you up to date with any upcoming events; and
5.1.7 to send out surveys to you by email in order for you to provide feedback to us on our residential activity camps.
5.2 In order to pursue the legitimate interests referred to in paragraphs 5.1 we rely on software applications and other technology to process personal data about you and pupils. This includes our management information system. The third parties we use to deliver these applications are carefully chosen and vetted by us to ensure that, among other things, your and pupils’ personal data is kept secure. For further information on the kind of technology we use, please contact our Data Protection Co-Ordinator (see paragraph 4).
Information we collect about you from our website
5.3 We will use this information for the following legitimate interests:
5.3.1 to contact you if you have made an enquiry to us directly or via our online enquiry form and/or to inform you about available places at the camp in the future;
5.3.2 to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
5.3.3 to improve our website to ensure that content is presented in the most effective manner, and your online experience is as effective and appropriate as possible, for you and for your computer; and
5.3.4 as part of our efforts to keep our website safe and secure. Information we receive from other sources
5.4 We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for one of the purposes set out above (depending on the types of information we receive).
5.5 Also, the school may provide us with information (particularly sensitive personal data) about a pupil, which may need to be added to our medical or special educational needs file. This kind of processing of sensitive personal data may be necessary (a) for medical diagnosis or provision of health care and/or (b) to protect the vital interests of the pupil or another person taking into account the mental and physical capacity of the pupil.
5.6 In order to achieve the purposes described in paragraph 5.5 , our camps may do the following:
5.6.1 keep a list of a pupil’s allergies or medical requirements within the camp premises in case of emergency. It is necessary for the camp to have a list readily available to our staff so that we are able to look after the pupil promptly in the event of a medical emergency; and
5.6.2 rely on software applications and other technology to process medical information (such as allergies, accidents and injuries) about the children. For further information on the kind of technology we use, particularly in the context of processing sensitive personal data about your pupils, please contact our Data Protection Co-Ordinator (see paragraph 4).
When we disclose information
5.7 In order to pursue one of the legitimate interests set out above, we may share your and your pupils’ personal information with:
5.7.1 The companies within the Cognita group of companies;
5.7.2 local authorities, SEN co-ordinators, social services or the police where we have reason to believe there are safeguarding concerns in respect of a pupil;
5.7.3 business partners, professional advisors, debt collector, suppliers and sub-contractors for the performance of any contract we enter into with them.
We may disclose personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. This may include exchanging information with other companies and organisations. Where we need to get consent.
5.8 We will seek the school’s permission if we decide to post any photographs of a child on any of our marketing materials (including our prospectus, advertisements or website).
We rely on the school’s consent to assume that the parent or child has consented and we will work with the school in getting that consent. Where you have given consent to the above, you can withdraw this consent at any time.
6 TRANSMISSION OF PERSONAL INFORMATION OUTSIDE THE EEA
6.1 The data that we process about you and your pupils may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). We try to limit this where possible but it may be necessary where, for example, one of our suppliers has a data centre outside the EEA. We will take all steps reasonably necessary to ensure that your and your pupils’ data is treated securely and in accordance with this privacy notice and that the appropriate legal safeguards are in place prior to the transfer, for example particularly ensuring that any contracts between us and the recipient of the information have EU-approved standard data protection clauses, or are recognised as having adequate protection for the transfer of personal data.
7 YOUR RIGHTS
7.1 Under the GDPR, you and your pupils have the following rights:
7.1.1 Right to correction. You have the right to have inaccurate personal data about you or your pupils rectified.
7.1.2 The right to erasure. You and your pupils have the right to request that we delete your and your pupils’ personal data where: (a) the personal data are no longer necessary in relation to the purposes for which they were collected or processed; (b) you or the pupil withdraw your consent to processing for which we previously obtained consent; (c) you or the pupil object to the processing and, as a result, we agree to cease that processing (please see paragraph
7.1.5 for more details); (d) the personal data has been unlawfully processed; and (e) we are required to erase the personal data in order to comply with the law.
7.1.3 Right to restriction. You and your pupil have the right to obtain from us the restriction of processing where: (a) you contest the accuracy of the personal data we hold about you or the pupil; (b) the personal data has been unlawfully processed; (c) we no longer need the personal data but they are required in limited circumstances; and (d) you or the pupil object to the processing and, as a result, we agree to cease that processing (please see paragraph
7.1.5 for more details).
7.1.4 Right to request transfer. In certain circumstances, you and the pupil have the right to receive personal data from us in a structured, commonly used and machine-readable format and the right to transmit it to a third party organisation.
7.1.5 Right to object. You and the pupil have the right to raise an objection to any of our processing in paragraphs 5.1 and 5.2. Please tell us if you object to any type of processing that we do and we will work with you to address any concerns you may have.
7.1.6 Right to object to marketing. If you do not want us to process your personal data for direct marketing, please tell us and we will ensure that we no longer do this.
7.1.7 Right to complain to the ICO. Whilst we would always prefer it if you approached us first about any complaints or queries you may have, you always have the right to lodge a complaint with the Information Commissioner’s Office.
7.1.8 Right to request access. You and your pupils have the right to access personal data we hold about you or them. We encourage you or the pupil to contact our Data Protection Co-Ordinator and request our standard SAR form for you or the pupil to complete in order to help us process your or the pupils’ request.
8 HOW LONG WE KEEP PERSONAL INFORMATION
8.1 We will not keep any personal data about you or your pupils for any longer than is necessary for the purposes for which the personal data are processed.
8.2 We follow a personal data retention policy which determines how long we keep specific types of personal information for. For further information about the criteria we use to determine what periods we keep specific information, please contact our Data Protection Co-Ordinator (see paragraph 4). By way of summary, we will delete records about pupils after 1 year unless we think there is a good reason to keep a pupil’s record for longer.
9 USE OF OUR WEBSITE
9.1 Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
10 CHANGES TO OUR PRIVACY NOTICE
10.1 Any changes we make to this privacy notice in the future will be posted on our website and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.
Dated 25 May 2018
ACTIVE LEARNING CENTRES PRIVACY NOTICE FOR PUPILS
What is this notice? We are required by data protection law to look after and protect information that we hold about you. This privacy notice sets out the basis on which any personal data we collect from you, or that you give to us, is used by Active Learning Centres. What is personal information? Personal information is any information which is about you and is capable of identifying you. Examples of this would be your name, any medical information we need to know about and which of our camps you joined.
Please make sure you read this privacy notice carefully and if you have any questions about it, please email us or speak to your school trip leader.
WHAT PERSONAL INFORMATION MIGHT THE ACTIVITY CAMP HOLD ABOUT YOU?
Your full name
Your medical records (including special education needs, allergies and/or accidents)
Your parents’ or guardians’ details
Any records we need to hold about you for safeguarding or child protection purposes
Information we receive from other PEOPLE OR COMPANIES
We might work closely with your current school and the activity camp will receive the majority of your personal information from them.
We might work closely with other businesses, institutions or people such as nurses or doctors, photographers, social services, business partners or our accountants and lawyers. We might receive information about you from them.
ACTIVE LEARNING CENTRES
Active Learning Centres runs residential activity camps for children across the United Kingdom and is part of the “Active Learning Group” and our head office is based in Oxfordshire. Active Learning Centres is also owned by Cognita Limited and so is part of the Cognita group. Cognita owns a number of independent schools and its School Support Centre is in Milton Keynes. However, your data is held by us in the Active Learning Group head office in Oxfordshire.
CONTACT US IF YOU HAVE FURTHER QUESTIONS.
If you have any questions about this privacy notice then please email us or speak to your school trip leader who will make sure that your question or query is handled by the right person.
Active Learning Centres has a Data Protection Co-Ordinator who can explain in more detail how your information is handled and looked after by us.
Active Learning Centres’s Data Protection Co-Ordinator can be contacted by email or you can mail your query to the Data Protection Co-Ordinator at Active Learning Group, Unit 15, Eyston Way, Abingdon, Oxfordshire, OX14 1TR.
As the Active Learning Centres Company is part of the Cognita group of companies, Cognita has a Data Protection Officer whose contact details are as follows: Group Legal Director (DPO@Cognita.com).
HOW WE USE YOUR INFORMATION
Active Learning Centres is interested in doing the following things with your information (these are called “legitimate interests”):
- looking after you, teaching you, keeping a record of you and promoting the objects and interest of Active Learning Centres; and
- managing any queries or disputes you may have with us or that we have with you.
We will also use the information your parents give us as is necessary to carry out our obligations arising from the contract between us and the school and to provide you with the information and services that your parents request from us. Also, we are required by law to keep a record of any accidents which take place whilst you are at camp.
SENSITIVE PERSONAL DATA
When we hold details about your medical condition or health, this type of information is called “sensitive personal data” which means the activity camp must adopt higher standards of care to make sure this kind of data is safe and doesn’t fall into the wrong hands. We will need to hold sensitive personal data about you (a) for carrying out our obligations in the field of social security or social protection law, (b) for identifying medical problems or provision of health care or (c) to protect your vital interests.
INFORMATION WE GIVE TO OTHER PEOPLE OR COMPANIES
We will share information with your parents or guardians to carry out our obligations arising from the contract between Active Learning Centres and the school. In order to pursue one of the legitimate interests set out above, we may share your personal information with your current school, local authorities, SEN co-ordinators, social services or the police where we have reason to believe there are concerns with your safety.
We may also need to share your information with our business partners, professional advisors and suppliers.
WHERE WE NEED YOUR CONSENT
We will seek your or your parent’s permission if we decide to post any photographs of you on any of our marketing materials (including our prospectus or website). Where you or your parent has given permission, you can withdraw this permission at any time.
You or your parent or guardian do not have to give us details about your race, religion or ethnicity if you do not want to. If you do provide us with this information, we only intend to use these details to assist us with the day-to-day running of the activity camp (for example, if your religion means that you have particular dietary requirements then we will be much better informed if we have this information to cater to your needs) and equal opportunities monitoring purposes.
Where you have given this information to the activity camp, you can ask us to withdraw this information at any time.
TRANSMISSION OF PERSONAL INFORMATION OUTSIDE THE COUNTRY
Sometimes your information will need to be transferred to, and stored at, a destination outside the United Kingdom. We try to limit this where possible but it may be necessary where, for example, one of our IT systems stores personal data in a server outside the country. We will take all steps reasonably and legally necessary to ensure that your information is treated securely and in accordance with this privacy notice.
Under data protection law, you have the following the rights: Request access to your personal information (commonly known as a “subject access request” or “SAR”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
Object to processing of your personal information. This enables you to ask us to stop using your personal information. Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another organisation (e.g. another activity camp provider).
Right to object to marketing. If you do not want us to process your personal data for direct marketing, please tell us and we will ensure that we no longer do this.
Right to complain to the ICO. Whilst we would always prefer it if you or your parents approach us first about any complaints or queries you may have, you always have the right to lodge a complaint with the Information Commissioner’s Office, their website is: https://ico.org.uk/concerns/.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
We will not keep any personal information about you for any longer than is necessary for the purposes for which the personal data are used.
We follow a personal data retention policy which determines how long we keep specific types of personal information for. For further information, please email us or speak to your school trip leader who will work with Active Learning Centres’ Data Protection Co-Ordinator where necessary.
CHANGES TO THIS PRIVACY NOTICE
We might decide to make changes to this privacy notice and we will let you know about those changes when they are made.
Dated 25 May 2018