The Quiet Canopy — Customer Privacy Notice
1. About this Privacy Notice
The Quiet Canopy (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, how long we keep it, and your rights in relation to it.
The Quiet Canopy is the data controller for the personal information we collect and use in connection with our Forest Bathing sessions and other nature-based experiences, our website, enquiries and related services.
If you have any questions about how we use your information, please contact us:
Email: kate@thequietcanopy.co.uk
2. What information we collect
Depending on how you interact with The Quiet Canopy, we may collect some or all of the following information.
Contact information
Name
Email address
Telephone number, where provided
Information contained in correspondence or enquiries
Booking and participation information
Details of the experience you have booked
Date and location of your booking
Attendance information
Confirmation that you meet any stated age requirements
Information relating to your booking or participation
We do not collect your date of birth. Where an experience is for adults aged 18 or over, we ask participants to confirm that they are aged 18 or over.
Emergency contact information
Where requested, we may collect the name and contact details of a person you nominate as an emergency contact.
Health, wellbeing and accessibility information
Where relevant to your participation, we may ask for information about:
Mobility or physical limitations
Allergies
Relevant health considerations
Relevant mental or emotional wellbeing considerations
Anything else you feel we should know to help us support you during a session or respond appropriately in an emergency
We only ask for information that may be relevant to your safety, wellbeing, accessibility or participation. You should not provide detailed medical information unless it is relevant to your participation or the support you may require.
Some of this information may constitute special category data, such as information concerning your health. We take additional care with this information and only collect and use it where there is a lawful basis to do so.
Payment and transaction information
We may collect information relating to payments and transactions, such as the amount paid, date of payment and booking or transaction reference.
Where payment is processed by a third-party payment provider, we do not normally receive or store your full payment card details.
Photography and filming
We may take photographs or video during some experiences for promotional purposes. Where an identifiable person is to be used in promotional material, we will seek appropriate consent.
Marketing preferences
If you choose to receive communications from us, we may collect:
Your name
Email address
Your marketing preferences
A record of your consent where consent is required
Website and technical information
When you use our website, we may collect limited technical information such as information about your device, browser, IP address and how you use the website.
Some information may be collected through cookies or similar technologies. The cookies and technologies used will depend on how the website is configured.
3. How we use your information
We use personal information only where we have a lawful basis to do so and only for purposes that are relevant to our business.
We may use your information to:
Respond to enquiries and requests for information
Manage bookings and provide the experiences you have booked
Send booking confirmations, practical information and important updates
Understand relevant accessibility, mobility or wellbeing needs
Help protect the health, safety and welfare of participants
Contact an emergency contact where appropriate or necessary
Respond to incidents or emergencies
Process and keep appropriate records of payments and transactions
Meet legal, tax, accounting and insurance requirements
Deal with complaints, queries and claims
Send marketing communications where you have provided the required consent
Manage consent for photography and filming
Operate, maintain and secure our website
Protect our business and legal rights
We do not use health or wellbeing information for marketing purposes.
4. Our lawful bases for using your information
Data protection law requires us to have a lawful basis for processing personal information. Depending on what we are doing, we rely on the following lawful bases.
Contract
We rely on contract where we need to use your personal information to manage your booking and provide the experience you have booked.
This includes using your contact details to send booking confirmations, practical information and important updates relating to your experience.
Consent
We rely on consent where this is required by law, including for certain forms of electronic marketing and, where applicable, for the use of identifiable photographs or video for promotional purposes.
Where consent is required, it will be requested separately and you will be able to withdraw it.
You can unsubscribe from marketing communications at any time.
Legal obligation
We may process personal information where this is necessary for us to comply with a legal obligation.
This may include requirements relating to tax, accounting, financial records or other legal or regulatory requirements.
Legitimate interests
We may rely on legitimate interests where this is necessary for the reasonable and proportionate running of The Quiet Canopy and does not unfairly impact your rights and interests.
This may include:
Protecting client welfare
We collect and use relevant personal information to help protect the health, safety and welfare of clients participating in our Forest Bathing and other nature-based experiences.
This may include an emergency contact, information about mobility or physical limitations, allergies, and relevant mental or emotional wellbeing considerations.
This information enables us to understand individual needs, provide appropriate support or make reasonable adjustments where possible, and respond appropriately if a participant becomes unwell, distressed or requires assistance.
Emergency contact details allow us to contact a nominated person if an incident occurs and it is appropriate or necessary to do so.
We only ask for information that may be relevant to the participant's safety, wellbeing or participation. Clients would reasonably expect us to collect and use this information when taking part in an outdoor experience.
We consider the benefits of being able to understand and respond appropriately to individual needs, and to act appropriately in an emergency, to outweigh the limited impact on clients' privacy.
Where information concerning health or wellbeing constitutes special category data, we will also rely on an appropriate condition under Article 9 of the UK GDPR.
Enquiries, complaints and claims
We may collect and use personal information to respond to enquiries, deal with complaints, resolve issues and manage or respond to claims relating to our services.
This information is necessary to understand and address the matter, communicate with the person involved, keep appropriate records and, where necessary, protect or establish our legal rights.
The information used will be limited to what is relevant to the query, complaint or claim.
5. How we collect information
We generally collect personal information directly from you, for example when you:
Make an enquiry
Book an experience
Complete a registration or participation form
Contact us by email or telephone
Subscribe to marketing communications
Provide consent for photography or filming
Use our website
We may also receive limited information from third-party service providers involved in providing our services, such as booking, payment, website or email providers.
Where you provide us with the details of an emergency contact, we may process that person's contact information for the purpose of responding appropriately in an emergency.
6. Who we share your information with
We do not sell your personal information.
We may share relevant information with trusted third parties where this is necessary to provide our services or meet our legal obligations. Depending on how The Quiet Canopy operates, these may include:
Booking or ticketing providers
Payment providers
Website hosting and technology providers
Email or newsletter providers
Accountants or professional advisers
Insurers, where necessary
Emergency services or other appropriate persons where necessary to protect someone's safety or respond to an incident
HMRC or other relevant authorities where we are legally required to do so
We only share information that is relevant and necessary for the particular purpose.
7. How we protect your information
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information is limited to those who need it for legitimate business purposes.
However, no method of transmitting or storing information can be guaranteed to be completely secure.
8. How long we keep your information
We do not keep personal information indefinitely.
We retain information only for as long as it is reasonably necessary for the purpose for which it was collected, taking into account our legal, accounting, insurance and other legitimate business requirements.
Our general approach is:
We may retain limited information for longer where necessary to establish, exercise or defend legal claims, meet legal or insurance requirements, or maintain a record of a person's decision not to receive marketing communications.
We review the information we hold periodically and delete or anonymise information when it is no longer required.
9. International transfers
Some of the service providers we use may process personal information outside the UK.
Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place as required by UK data protection law.
The safeguards used may include an adequacy decision or appropriate contractual protections, depending on the destination and service provider involved.
10. Your rights
Under data protection law, you may have the following rights in relation to your personal information:
The right to be informed about how your information is used
The right of access to the personal information we hold about you
The right to rectification if information is inaccurate or incomplete
The right to erasure in certain circumstances
The right to restrict processing in certain circumstances
The right to object to certain processing, including direct marketing
The right to data portability in certain circumstances
The right to withdraw consent where we rely on consent
These rights are subject to certain legal conditions and exemptions.
If you wish to exercise a right, please email us at kate@thequietcanopy.co.uk.
We will normally respond to a valid request within one month.
11. Marketing communications
If you choose to receive occasional emails from The Quiet Canopy about upcoming Forest Bathing sessions, events, nature-based experiences or related news, we will use your contact details for this purpose only where we have the appropriate lawful basis.
Where consent is required, we will ask you to actively opt in.
You can withdraw your consent or unsubscribe from marketing communications at any time.
Each marketing email will include an easy way to unsubscribe.
Withdrawing consent will not affect any processing that took place before you withdrew it.
12. Photography and filming
From time to time, photographs or video may be taken during The Quiet Canopy experiences for promotional purposes.
Where you may be identifiable in material intended for promotional use, we will seek appropriate consent.
Consent is voluntary and is separate from your booking.
You may withdraw your consent at any time. Where reasonably possible, we will stop using the relevant material for future promotional purposes, although withdrawal cannot necessarily remove material that has already been published or printed.
13. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, the way we use personal information or applicable data protection requirements.
The latest version will be made available on our website and will show the date it was last updated.
14. Complaints
If you have any concerns about how we have handled your personal information, please contact us first so that we have an opportunity to address your concern.
You can raise a data protection complaint with The Quiet Canopy by emailing kate@thequietcanopy.co.uk. We will acknowledge your complaint and handle it appropriately in accordance with applicable data protection requirements.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.
Further information about your rights and how to make a complaint is available on the Information Commissioner’s Office website.
