Leicester Outdoor Pursuits Centre (LOPC) — Privacy & GDPR
Last updated: [01/10/25]
We’re committed to looking after your personal information safely and respectfully. This page explains what we collect, why we collect it, how we use it, and the rights you have over it — in clear, friendly language.
Who we are
Leicester Outdoor Pursuits Centre (LOPC) is the data controller for the information we collect and use.
Our contact details are:
Leicester Outdoor Pursuits Centre
Loughborough Road
Leicester
LE4 5PN
Our Data Protection Officer (DPO) is:
Stuart Fraser, Centre Director
What personal data we collect
We only collect the information we need to provide our services and keep the centre running. That may include:
Your name, contact details (email, phone, address).
Emergency contact and medical/health information where required for activities.
Details of your bookings, visits, or volunteering sign-up.
Any information you give us on forms, emails, or when you call.
Where applicable, records of consents (for marketing, photos, etc.).
We keep this to a minimum and only keep information that helps us deliver a safe, welcoming service.
Why we process your information (our lawful basis)
We use personal data for different reasons — and for each purpose we have a lawful basis under UK GDPR. Typical lawful bases we rely on include:
Contract / Performance of a service — to manage bookings, take payment, and run activities.
Legitimate interests — to contact Friends of LOPC about volunteering opportunities, maintenance calls, or centre news (we balance this against your privacy).
Consent — where you’ve explicitly agreed to marketing emails, newsletters, or photos. You can withdraw consent any time.
Legal obligations — when the law requires us to keep certain records (for example, health & safety or safeguarding where applicable).
How long we keep your data
We only keep personal data for as long as necessary for the purpose it was collected. Our typical retention periods are:
Booking and financial records — kept for 6 years (to meet accounting and legal requirements).
Customer contact information (e.g., for newsletters and updates) — kept until you unsubscribe or request removal.
Other records (such as volunteer registrations or consent forms) are kept only for as long as they are needed to provide the service, meet legal requirements, or until you ask us to remove them.
How we store and protect your data
We use secure systems and reasonable organisational and technical measures to protect personal information. Access is limited to staff who need the information to do their jobs. If we use third-party service providers, we make sure they meet appropriate security and data protection standards.
Sharing your data / Third-party processors
We may share limited information with trusted third parties where necessary to provide services. This includes payment processing, bookings, and email communications. We only share the minimum required and use contracts to protect your data.
Our main third-party service providers include:
Cinolla — booking and course management
Stripe — payment processing
Brevo — email communications/newsletters
Barclaycard — payment processing
Paddle UK — payment processing
AQA — certification and assessment services
Cookies & Tracking
Our website may use cookies to improve your experience and to help us understand how visitors use the site. Cookies are small files stored on your device.
We only use cookies necessary for the website to function and for optional services like analytics or booking systems.
You can manage or block cookies in your browser settings at any time.
By continuing to use our website, you agree to the use of cookies.
For more information about cookies and how to manage them, visit www.aboutcookies.org.
Children, DBS checks & Photo Consent
We welcome volunteers and visitors of all ages. Anyone aged under 18 must have parental or guardian consent to submit personal information or take part in volunteering under supervision.
Some volunteering roles may require a DBS (criminal record) check, at the discretion of the management team. We will let you know if a role requires one before you start and explain how any checks are handled.
We also ask for consent to use photos and videos taken at the centre. Photos or videos will only be used with your permission, and you can withdraw consent at any time.
Your rights
You have rights over your personal data — including the right to:
Request access to the personal data we hold about you (a Subject Access Request).
Ask us to rectify incorrect information.
Request erasure in certain circumstances.
Request restriction of processing or object to some types of processing.
Request portability of data provided by you in a structured format.
Withdraw consent where processing is based on consent.
We’ll explain how to exercise these rights and respond within the timescales set by law.
Marketing & newsletters
If you sign up to receive our newsletter or marketing, we’ll only contact you where you’ve given consent or we have another lawful basis. Every message includes a simple unsubscribe option and you can change your preferences any time.
Complaints
If you have concerns about how we handle your personal data, please contact our Data Protection Officer:
Stuart Fraser, Centre Director
Leicester Outdoor Pursuits Centre
Loughborough Road
Leicester
LE4 5PN
We’ll do our best to resolve your concern quickly and fairly.
If you’re not satisfied with our response, you also have the right to complain to the Information Commissioner’s Office (ICO).
Updates to this notice
We may update this page from time to time. We’ll show the last updated date at the top and, where appropriate, notify affected people about significant changes.