Hampshire Outdoor Centres
Privacy Notice
The personal data you provide will be treated in accordance with UK data protection legislation
Introduction
Hampshire Outdoor Centres (HOC) is a service within Hampshire County Council (HCC). The service has four Outdoor Centres, Argoed Lwyd Outdoor Education Centre (ALOEC), Calshot Activities Centre (CAC), Runway’s End Outdoor Centre (RWE) and Tile Barn Outdoor Centre (TB). This privacy notice covers all four centres listed.
Recreational Bookings and Events (adults)
Your data will only be used to process your booking and provide you with information about your booking. If we share your information with third parties, details are included in the table below. Your data will be retained for six years plus current financial year from the date of your booking. The legal basis for our use of this information is that it is necessary for the performance of a contract with the data subject.
Recreational Bookings and Events (young persons and children)
Where you consent to a child / young person’s participation in an activity, the data you provide will only be used to process your booking and provide you with information about your booking. If we share your information with third parties, details are included in the table below. Your data will be retained for six years plus current financial year from the date of your booking. The legal basis for our use of this information is performance of a public interest task.
School and Group Bookings and educational visits
The data you supply will only be used to process your booking and provide you with information about your booking. If we share your information with third parties, details are included in the table below. The data will be retained for six years plus current financial year from the date of your booking. The legal basis for our use of this information is performance of a public interest task.
Memberships (adults)
Your data will only be used to process your membership and provide you with information about your membership. If we share your information with third parties, details are included in the table below. Your data will be retained for the duration of your membership and a maximum period of two years afterwards. The legal basis for our use of this information is that it is necessary for the performance of a contract with the data subject.
Memberships (young persons and children)
Where you consent to a child / young person’s membership, the data you provide will only be used to process their membership and provide you with information about their membership. If we share your information with third parties, details are included in the table below. Your data will be retained for six years plus current financial year from the date of your booking. The legal basis for our use of this information is performance of a public interest task.
Facility Hire
If you enter a contract with us to use our facilities on a self-taught basis, the data you supply will be retained for 21 years plus current financial year. The legal basis for our use of this information is that it is necessary for the performance of a contract with the data subject.
Visiting our sites
CCTV is in operation at our sites for security purposes to protect staff and customers. The legal basis for our use of this information is Performance of a Public Interest Task. In certain circumstances we may be required to disclose CCTV images to certain bodies of authority, such as the police and emergency services. We hold CCTV footage for no more than 30 days after the date of capture, unless it is relevant to an ongoing investigation.
Parking at Calshot Activities Centre
Hampshire County Council collects information about you to provide you with car parking at Calshot Activities Centre where an Automatic Number Plate Recognition (ANPR) system is in operation.
We will use the information to process your parking session and if necessary, we may apply to the DVLA for your details. We will also use this information to monitor anonymised data on the number of visits, frequency of visits and dwell times.
The legal basis for our use of this information is that it is necessary for the performance of a contract with the data subject. The legislation applicable is the Countryside Act 1968, the Road Traffic regulations Act 1984 and the Traffic Management Act 2004.
We may share this information with Newpark Security Ltd as the supplier of the ANPR system. We will not share your data with any other third party.
We will keep personal data captured by the ANPR camera system for 12 months, allowing repeat non-payment to be monitored and to provide anonymised data on the number of visits, frequency of visits and dwell times. Where penalty charges are made against vehicle owners for non-payment or other breaches of car park conditions, data will be kept until the penalty is paid or otherwise resolved.
Filming and Photography
If we wish to take photographs or videos for promotional use where you may be identifiable, we will seek your consent.
Should we wish to take any promotional photos or videos, we will give you the option to take part and will ask that you complete a separate photography consent form. This will be kept on file for ten years and your consent can be withdrawn at any time. After this time the image/film and personal data will be deleted from our records. We will not include details or full names (which means first name and surname) of any person in an image or recording without seeking further consent.
Your consent can be withdrawn at any time in writing. Email: [email protected]
When images are uploaded to social media sites, they will be subject to the terms and conditions of those sites.
Please note that websites and social media sites can be seen throughout the world and not just in jurisdictions where UK law applies. Neither you nor the County Council will have control over how those images are further used.
Who we share your personal information with
To manage our business, we may need share your information with third parties. The table below sets out when this will happen.
| Your interaction with us | Third Party we share information with and why |
|---|---|
| If you book a course or activity/activity or purchase a product/service/membership that is primarily managed via our website/online booking portal | System Suppliers Supplier of memberships and bookings system |
| If you purchase a parking pass or need access to site for hold boat storage, boat launching or camping at Calshot Activities Centre | System Suppliers Automatic Number Plate Recognition (ANPR) system supplier |
| If you participate in the Laser Climb activity | System Suppliers Laser climb activity system supplier |
| If you attend a course which results in an external qualification/certification | External accrediting bodies These are detailed in specific course information |
Further information
The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.
You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.
You can contact the County Council’s Data Protection Officer by email [email protected].
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.