Privacy Policy

Who we are

We are Longtown Outdoor Learning Trust (known as LOLT) who run the Longtown Outdoor Learning Centre.

Longtown Outdoor Learning Trust is a UK registered charity – No. 1180322

We are a charitable company limited by guarantee registered in England and Wales. Company registration number: 11291732. 

Registered Office: Longtown Outdoor Learning Trust, The Court House, Longtown, Hereford, HR2 0LD. 

Our website address is: http://longtownoutdoorlearning.co.uk

Privacy information statement

The personal information you supply will be added to our database and mailing list so that we can communicate with you. We will not share your information with any organisation or person outside of Longtown Outdoor Learning Trust without your prior consent. If you would like any more information about how we process your personal data or would like to have your data removed from our system, please contact us at office@longtownoutdoorlearning.co.uk

What personal data we collect and why we collect it

Data is collected from individuals for the following purposes:

To enable individuals to be set up on the eVisit Educational Visit planning system.

To register the individual on an EVC or VL training course.

To make a booking for residential or non-residential activities at the centre.

To share relevant information for participation in an activity or course.

To process donations or payment for our services

We collect personal data such as name, email addresses, telephone numbers, job title/organisation and date of birth to fulfil orders, bookings, process payments and deliver activities and courses. This data is stored on our secure IT system and is only shared with third-parties to fulfil orders and bookings, process payments, and marketing purposes as setout below.

Data for Course Participants is collected throughout the booking process to ensure the safety and wellbeing of Course Participants. We will not share this information with anyone, except medical professionals in the event of a need for treatment. The information is securely stored on our booking system and at the Centre during the course, and then transferred to a locked cabinet. Information provided on this form will be kept for the time required by the Limitation Act 1990. This is 7 years for adults, until a young person reaches 25, or, in the case of Looked After Children, for 99 years. At the end of this period, the paper copies will be destroyed.

If you wish to access the personal information that we hold, you should contact Longtown Outdoor Learning Centre. You may request to have your personal data deleted at any time.  On request to access your personal data or to have your personal data deleted, LOLT will complete your request on satisfactory confirmation of your identity. 

In addition to the data above, we store additional data for our staff and trustees. 

We never share personal data with other organisations without prior consent or unless crucial for LOLT to conduct its business.  

Buying Tickets, Making Donations, Booking Accommodation through our Website Checkout Process 

We collect information about you during the checkout process on our website.

What we collect and store

While you visit our site, we’ll track:

Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed

Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping

Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!

We’ll also use cookies to keep track of basket contents while you’re browsing our site.

When you purchase from us, we’ll ask you to provide information including attendees information, your name, billing address, shipping address, email address, phone number, credit card/payment details and optional account information like username and password. We’ll use this information for purposes, such as, to:

Send you information about your account and order

Respond to your requests, including refunds and complaints

Process payments and prevent fraud

Set up your account for our store

Comply with any legal obligations we have, such as calculating taxes

Improve our store offerings

Send you marketing messages, if you choose to receive them

If you create an account, we will store your name, address, email and phone number, which will be used to populate the checkout for future orders. For users that register an account on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. For example, we will store donation and order information for 7 years for tax and accounting purposes. This includes your name, email address and billing and shipping addresses.

We will also store comments or reviews, if you choose to leave them.

Who on our team has access

Members of our team have access to the information you provide us. For example, Administrators and Managers can access:

Order information like what was purchased, when it was purchased and where it should be sent, and

Customer information like your name, email address, and billing and shipping information.

Our team members have access to this information to help fulfil orders and bookings, process refunds and support you.

What we share with others

We share information with third parties who help us provide our booking, order sand payment process services to you. This includes: 

Stripe

We use Stripe to process online payments and share information securely with their servers for this purpose – see their privacy policy at https://stripe.com/gb/privacy 

MailChimp

We use MailChimp for our email list management when subscribing to our email list you acknowledge data will be transferred to MailChimp as per their terms at https://www.mailchimp.com/legal/. Users can unsubscribe from our mailing list at anytime.

When using our booking system we keep a record of your email and the cart contents for up to 30 days on our server. This record is kept to repopulate the contents of your cart if you switch devices or needed to come back another day – see their privacy policy at see https://mailchimp.com/legal/privacy/

We also make use of certain API keys, in order to provide specific features, such as Google Maps, and limited user information may be passed to these external services.

Contact form

If you complete a contact form on this site we will process your data as set out above. We will delete your data from our website servers after we have dealt with your enquiry.

Cookies

Cookies are small text files that can be used by websites to make a user’s experience more efficient and relevant to that user.

Longtown Outdoor Learning Trust uses cookies to personalise content and advertisements, to provide social media features, and to analyse our traffic.  Using cookies allows LOLT to provide a better service to users has been determined by LOLT as necessary to operate the website(s) effectively.

LOLT will always obtain consent (currently obtained implicitly via a message when a user visits the website for the first time) before storing and using cookies.

As the website(s) operated by LOLT may involve some components from third parties, the user will also be notified that some cookies may be stored by those third parties as set out in this document.

Caching

This site utilises caching in order to facilitate a faster response time and better user experience. Caching potentially stores a duplicate copy of every web page that is on display on this site. All cache files are temporary, and are never accessed by any third party, except as necessary to obtain technical support from the cache plugin vendor. Cache files expire on a schedule set by the site administrator, but may easily be purged by the admin before thier natural expiration, if necessary.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

Visitor comments may be checked through an automated spam detection service.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Google Web Fonts

For uniform representation of fonts, this page uses web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.

For this purpose your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our plugin. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.

If your browser does not support web fonts, a standard font is used by your computer.

Further information about handling user data, can be found at https://developers.google.com/fonts/faq and in Google’s privacy policy at https://www.google.com/policies/privacy/.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. To make this request email office@longtownoutdoorlearning.co.uk or by contacting the office.