Privacy Policy
Last updated: Jan 02, 2024
This privacy policy applies to the Explorer Academy brand of school workshops, including the associated website .
1. Purpose of this policy
This privacy policy has been written to help you understand what personal data we collect about you, why we collect it, and what we do with it. At Explorer Academy we believe user privacy and data protection are fundamental rights. We take protecting your privacy very seriously and we recognise that we have a duty of care to the people whose data we hold.
Article 5 of the General Data Protection Regulation legislation outlines six principles by which all personal data must be processed. These principles are as follows:
Lawfulness, fairness and transparency (meaning that we must obey the law; only process personal data in a way that you would reasonably expect; and always be open about your data protection practices)
Purpose limitation (meaning that we must only process personal data for the specific reason that we have collected it)
Data minimisation (meaning that we do not process more data than we need)
Accuracy (meaning that we ensure all personal data is accurate and adequate)
Storage limitation (meaning that we do not store data for longer than we need)
Integrity and confidentiality (meaning that we always process personal data securely)
Explorer Academy is committed to ensuring that all personal data is obtained, processed and used in a safe, secure, ethical and transparent way. Your privacy is important to us, and we appreciate your trust that we will use your personal data both carefully, sensibly and in conformity with the principles laid out above. We will only collect and process data when it is absolutely necessary to do so and we will make it clear why we are doing so and how it will be used. We will not send you unsolicited communications that you have not subscribed to, nor will we ever share your data with third parties.
This privacy policy outlines what personal data we collect on you (section 4), what legal grounds we rely on to collect your personal data (section 5), how we use your data (section 6) and how we protect your personal data (section 7). In addition, we also define for how long we need to keep your personal data and which measures we adopt in order to securely and permanently remove your personal data when the right time comes (section 8).
2. Terminology used in this policy
The following definitions apply to terminology used in this privacy policy:
“Explorer Academy” refers to the Explorer Academy brand of school workshops, including (but not limited to) its staff, its products and its website
“GDPR” refers to the General Data Protection Regulation
“Personal Data” refers to any information that directly or indirectly identifies you as an individual.This can include your first name, surname, email address, telephone number, place of work or a combination of information
“Processing” refers to all activities that involve the use of your personal data, from its collection and storage through to its ongoing use and eventual disposal
“Data Controller” means the natural or legal person who (either alone or jointly or in common with other persons) determines how and why your personal data will be processed
“Data Processor” means any natural or legal person who processes the data on behalf of the Data Controller
“Data Subject” is any living individual who is using our services and is therefore the owner of Personal Data
3. Who controls your personal data?
Explorer Academy is the data controller for all of the personal data that you submit to us. Explorer Academy is also responsible for the processing of this data, under the applicable data protection legislation. For any privacy, data protection or GDPR issues, we can be reached by the following means:
via our office, at Explorer Academy, Expedition Dynamics Ltd, Suite 005, 90 Sanvey Gate, Leicester, LE1 4BQ
via telephone, on 0208 720 6507
or by email, at info@ExplorerAcademy.co.uk.
4. What personal data do we collect and process?
Because data privacy is of high importance to us, we intend to remain open and transparent about which personal data we collect and how we use it.
Explorer Academy will only collect your personal data where absolutely necessary. The information collected through our website and via email correspondence typically includes your full name, your job title, the name and address of the school that you work at and your preferred service (either a Mountain Explorer workshop, a Polar Explorer workshop, a Rainforest Explorer workshop or a Maya Explorer workshop).
Whilst “personal data” is the commonly used term, we do not collect individuals’ home address details, personal telephone numbers or sensitive data of any kind. Nor do we collect IP addresses or use cookies on our website. Since payment is usually made by schools via BACS or via cheque, there is also no need for us to collect financial information of any sort.
5. What are the legal grounds for collecting and processing your data?
Under current data protection legislation, personal data may only be collected and processed based on a limited number of legal grounds. At Explorer Academy, we rely on one of the following grounds to process your personal data:
The necessity for the performance of a contract with you
The legitimate interests of Explorer Academy
What this means in practice is that if you purchase an Explorer Academy workshop from us, we will need access to your personal information in order to handle and fulfil your order (ie. perform a contract with you). When we send you annual reminders and/or information on the future availability of school workshops, meanwhile, we see this as a legitimate interest of Explorer Academy.
You may at any time request access to a copy of the personal data that we currently hold on you and also obtain information regarding its processing. This information will be provided in a structured, commonly used and machine-readable format. In the event that you notice an error in your personal data, you may request that we rectify the inaccurate personal data or complete your personal data. See section 9 for full details.
6. How do we use your personal data?
Any personal information that we collect will be used in accordance with the EU’s GDPR Act, the Data Protection Act 1998 and other applicable laws. Explorer Academy uses the collected personal data for the following purposes:
To process your order and then deliver your school workshop
To notify you about changes to our services and/or products
To provide customer support
To provide after sales service (including Christmas greetings and pre-exam good luck messages)
To provide you with annual reminders and availability updates for future workshops
Explorer Academy is a UK-based organisation. We do not share your personal information with third party organisations and we do not store or transfer your data outside of the UK. We also never use personal data to make automated decisions.
7. How do we protect your data?
Explorer Academy is committed to the processing of your personal data in a lawful, fair and transparent manner. Accordingly, we will only use your personal data if we have a valid reason for doing so and provided you have been informed of the processing purposes beforehand, at the time we collected your personal data.
Moreover, Explorer Academy guarantees that any processing of your personal data will be limited to what is necessary, adequate and relevant in order to achieve the purposes for which personal data is collected. Whenever possible and technically feasible, we will use anonymised or pseudonymised data (eg. for internal statistics and financial reporting purposes).
Because the protection of your personal data is of the utmost importance to us, Explorer Academy is also dedicated to protecting your personal data and the systems it is held in. We have defined and implemented technical and organisational measures against any unauthorised access, unlawful use, accidental loss, corruption or destruction. These measures include:
The use of password-protected computers, permanently stored in a secure location
The use of password-protected back-ups, stored in a (separate) secure location
The removal of personal data from any computers used outside of this secure location
The limiting of access to personal information to authorised personnel only
Use of the ICO self-assessment tools to conduct internal audits
As an organisation, we are fully aware that threats to data protection evolve and diversify. Since we wish to sustain your trust throughout the years, we regularly review and update our security measures and infrastructure, with a view to mitigating operational risks and maintaining data security.
8. For how long do we keep your data?
Explorer Academy will retain your personal information only for as long as is necessary to fulfil the purpose for which we initially collected it. If you no longer wish to receive our services, you may exercise your right to request the erasure of your personal data (see section 9 below).
Should we need to keep a copy of your personal data to establish, exercise or defend legal claims, you can rest assured that Explorer Academy shall either securely dispose of or permanently anonymise your personal data once we have fulfilled the initial processing purpose and when further retention of your personal data is not necessary anymore.
Explorer Academy will always ensure that you are kept informed of the criteria that we use to determine the effective retention period of your data, as well as the underlying reasons behind the retention.
9. Your data protection rights
Although we are considered to be data controllers, the ultimate control over your personal data remains with you at all times. Chapter 3 of the GDPR states very clearly that every individual has eight data protection rights, namely:
The right to be informed (meaning that anybody processing your personal data must make clear what they are processing, why, and who else the data is being passed on to)
The right to access (meaning that you have the right to see what data is being held on you)
The right to rectification (meaning that you have the right to have your data corrected or amended if what is held on file is inaccurate or incorrect)
The right to erasure (meaning that, under certain circumstances, you can ask for your personal data to be deleted.This applies if the personal data is no longer required for the purposes it was originally collected for, or your consent has been withdrawn, or the personal data has been unlawfully processed)
The right to restrict processing (meaning that you have the right to ask for a temporary halt to the processing of your personal data)
The right to data portability (meaning that you have the right to ask a Data Controller what information they hold on you, as well as the right to request a copy of such information in a structured, commonly-used, machine-readable format)
The right to object (meaning that you can object to further processing of your data, if such processing is inconsistent with the primary purpose for which it was collected)
The right to avoid automated decision making and profiling(meaning that you can object to your personal information being used to make decisions based solely on automated processing)
Should you wish to exercise any of these rights, please feel free to contact us. We will do our very best to respond to your request as soon as possible, and most certainly within one month of you contacting us.
If you are not satisfied with the way that we handled your request, you have the right to request the restriction of our use of your personal data and lodge a complaint with the supervisory authority responsible for the protection of personal data in your country of residence. In the UK, the relevant data protection authority is the Information Commissioner’s Office, whose contact details are as follows:
The Information Commissioner's Office, Water Lane, Wycliffe House, Wilmslow, Cheshire, SK9 5AF, tel: 01625 545 745, website: www.ico.org.uk.