Your information
Privacy Policy
In short: we only collect what we need to run safe, well-organised workshops and, if you ask, to tell you about new ones. We never sell your information. Details about your child’s health or needs are seen only by the workshop leaders and are used only to keep your child safe.
Who we are
Habitat Woodland Workshops is a trading name of Mariann Fercsik, a sole trader based in Woking, Surrey. Mariann Fercsik is the “data controller” for the personal information described in this policy, which means she decides how and why it is used.
If you have any questions about this policy or your information, email us at habitatwoodland@gmail.com.
What we collect and why
When you book a workshop
Bookings are made through Ticket Tailor. When you book, we collect:
- your name, email address and mobile number
- your child’s name and age
- an emergency contact name and phone number
- any allergies, medical information or additional needs you choose to share
- anything else you tell us to help your child enjoy the session
- payment details, which are handled by Ticket Tailor’s payment provider (such as Stripe or PayPal). We never see or store your full card details.
We use this to confirm your booking, take payment, contact you about the workshop, check that the workshop suits your child’s age, and look after your child safely during the session, including in an emergency.
When you sign up for our newsletter
If you choose to join our mailing list, we collect your email address and, if you give it, your first name. We use this only to tell you about new Habitat workshops. Our newsletter is sent using MailerLite. Every email includes an unsubscribe link, and you can also ask us to remove you at any time.
When you email us
If you contact us, we keep your message and contact details so we can reply and keep a record of what we discussed.
Our legal reasons for using your information
Under UK data protection law (the UK GDPR and the Data Protection Act 2018), we must have a lawful reason to use personal information. Ours are:
| What we do | Lawful basis |
|---|---|
| Managing your booking, taking payment and contacting you about the workshop | Contract: we need it to provide the workshop you booked |
| Keeping emergency contact details and supervising children safely | Legitimate interests: running a safe workshop for children |
| Allergies, medical information and additional needs | Your explicit consent, given when you share it with us. In an emergency, we may also share it with medical services to protect your child’s vital interests. |
| Sending our newsletter | Your consent, which you can withdraw at any time |
| Keeping payment and booking records | Legal obligation: financial record-keeping |
Information about your child’s health
Health and additional needs information is especially sensitive, so we take extra care with it:
- it is only seen by the two workshop leaders
- it is used only to keep your child safe and well supported during the workshop
- we only take printed copies to the session if they are needed, and we keep them with a workshop leader at all times
- it is deleted after the workshop, within the retention period below
You do not have to share this information, but please tell us about anything that could affect your child’s safety, such as allergies.
Who we share it with
We never sell or rent your information. We only share it with trusted services that help us run Habitat, and only as far as they need it:
- Ticket Tailor, for bookings and booking records
- Stripe or PayPal, through Ticket Tailor, to process payments
- MailerLite, to send our newsletter
- Google (Gmail), which hosts our email
- Netlify, which hosts this website
These services act on our instructions and must keep your information secure. Some of them may store information outside the UK. Where they do, they use legal safeguards approved under UK law, such as the UK International Data Transfer Addendum or UK adequacy regulations.
We may also share information with emergency services if a child needs urgent help, or if the law requires us to.
How long we keep it
- Allergies, medical information and additional needs: deleted within 3 months of the workshop
- Other booking details (names, contact and emergency contact details): kept for up to 12 months after the workshop, in case of any follow-up questions
- Payment and financial records: kept for 6 years, as required for tax purposes
- Newsletter sign-ups: kept until you unsubscribe
Cookies and this website
This website does not use its own tracking or advertising cookies. However, the booking widget (Ticket Tailor) and the newsletter form (MailerLite) load from those companies and may set cookies needed for them to work. The site also loads fonts from Google Fonts, which means your browser shares your IP address with Google. Our website host, Netlify, keeps basic technical logs to keep the site secure.
Your rights
You have the right to:
- ask for a copy of the information we hold about you or your child
- ask us to correct anything that is wrong
- ask us to delete your information
- object to, or ask us to limit, how we use it
- withdraw your consent at any time, for example by unsubscribing from our newsletter
- ask for your information in a format you can take elsewhere
To use any of these rights, email habitatwoodland@gmail.com. We will reply within one month.
Keeping your information safe
We use reputable, secure services, protect our accounts with strong passwords and two-step verification, and limit access to the workshop leaders who need it.
Making a complaint
If you are unhappy with how we have used your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113.
Changes to this policy
We may update this policy from time to time, for example when we add new workshops or services. The date at the top shows when it was last changed.