Woodbrooke Policies

Woodbrooke operates in accordance with a number of policies relating to those who engage with it, both internally and externally. A number of these policies are listed below. You can also find out more about website accessibility here.


Woodbrooke is committed to providing a safe and caring environment for children, young people and adults participating in our learning, research and online worship activities. You can read and download our safeguarding policy and procedures here:  Woodbrooke Learning & Research Safeguarding Policy November 2021


When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your browser. These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

  • enabling a service to recognise your device so you don’t have to give the same information several times during one task
  • recognising that you may already have given a username and password so you don’t need to do it for every webpage requested
  • measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast

You can manage these small files yourself and learn more about them through “Internet browser cookies – what they are and how to manage them”

We also have a more detailed Policy on Cookies for you to read. If you have any further questions, please do email us at marketing@woodbrooke.org.uk.

Google Analytics

This site uses Google Analytics to collect information about how the site is used, in order to improve it. As a charity, Woodbrooke benefits greatly from the ability to collect website statistics through the use of a free service, but if you have strong concerns about this software then please contact us.

Privacy Policy

Woodbrooke Quaker Study Centre is a registered charity (Charity number 313816). Woodbrooke also trades as a Woodbrooke Quaker Centre Limited (Company number 04131781).  Our full address is Woodbrooke, 1046 Bristol Road, Birmingham, B29 6LJ.

We act as data controller when we collect personal data from our customers, prospective customers, staff, volunteers and other stakeholders.

We collect this data in the legitimate interests of supporting our work, and for some types of data collection for the performance of a contract to deliver a service or product. We will also ask for consent for data processing where appropriate. When we ask for personal data we will inform you of how we intend to manage it and what measures we will take to ensure its security.

Why we collect data

We collect data in order to offer services and events to our customers and the general public. These include course participants, conference customers and delegates, and people booking accommodation with us.  We also use data collected to carry out administrative work and this includes information about our staff and volunteers.

How we collect data

Woodbrooke collects data through a number of ways, including:

  • Booking forms and enquiries
  • New customer forms
  • Bursary applications
  • Job application forms
  • Surveys

We will ensure that all personal information supplied is held in accordance with EU General Data Protection Regulation and UK Data Protection legislation.

Processing and consent

When we ask for personal data we will outline how we will use and manage it and, where appropriate, ask for your consent to do so.

We will not keep this information for longer than necessary. We will not use third parties to process your data without taking reasonable steps to ensure they comply with UK Data Protection legislation and EU General Data Protection Regulation.

We will never sell or give your data to third parties for their commercial purposes.

Data location and security

Personal data is collected and stored securely subject to appropriate security measures and is protected against misuse.

Where your personal data is held in electronic form, that electronic data is held on secure servers operated by third-party contractors. We ensure that any third party contractors we use comply with the UK Data Protection legislation and EU General Data Protection Regulations. We do not transfer your data outside the EEA. Data in paper form is held securely and destroyed securely.

We will only keep data for as long as is necessary and where possible will store data we need for our records in an anonymised form.

Your rights over your data

If you have any queries, please in the first instance, contact Woodbrooke via our email mydata@woodbrooke.org.uk, phone Enquiries on 0121 472 5171, or write to us at our registered address.

Should you wish to make a subject access request to view your personal data held by us, please contact us by email  mydata@woodbrooke.org.uk, phone Enquiries on 0121 472 5171, or write to us at our registered address.

Should you wish to withdraw permission for use of your data or to update the data we hold for you, please contact mydata@woodbrooke.org.uk, phone Enquiries on 0121 472 5171, or write to us at our registered address.

External links

The Woodbrooke website contains links to websites operated by third parties under different privacy policies.  Should you choose one of those links, you will be leaving the Woodbrooke site and this privacy notice will no longer apply.

Changes to this notice

We will review and update this notice in line with best practice and changes in legislation. We will always have an up-to-date version of the notice on this page or clearly signpost its location on the site under ‘Privacy’.

Terms & Conditions

Woodbrooke is a Quaker organisation and we aim to offer a fair product for a fair price. We try to be as clear and transparent about our charges, which are designed to be competitive and fair. If you are considering purchasing a product or service from us we are happy to provide the terms and conditions which are specific to that aspect of our work and business.

Legal message

The information on this website has been provided as general information only. Woodbrooke cannot accept responsibility for loss occasioned after reliance placed on any of the contents of this website. Woodbrooke makes no warranty as to the accuracy of site information or contents.

Your use of Woodbrooke website is governed by the conditions below and passing beyond the homepage is deemed as acceptance of these conditions.


The Woodbrooke website contains hyperlinks to many other websites. This information is supplied in good faith, in case it is of interest or use to Woodbrooke website users. Woodbrooke is not responsible for the content or functionality of any of these external websites (although please let us know if a link is not working by emailing marketing@woodbrooke.org.uk).

Any access to another site from this site is independent of Woodbrooke. Woodbrooke has no control over the content of other sites and have not endorsed or approved the content of such sites.

You should be aware that if an external website requests personal information from you (for example, in connection with an order for goods or services), this information is supplied to, stored and used by the company concerned, and that Woodbrooke will not be liable to you or any other person for loss or damage directly or indirectly for any use of this or any site linked to it.

Website visitors aged under 16

If you are aged under 16, please ensure that you obtain your parent or guardian’s consent before sending any personal information to this website, including any information required for downloading our publications. Please note that Woodbrooke will not accept online donations or membership subscriptions from persons aged under 16 years.

Copyright and reproductions

All page content made available on this website is copyright Woodbrooke unless otherwise stated.

All photographs are copyright Woodbrooke or their individual owner unless otherwise stated.

The site may contain other propriety notices and copyright information, the terms of which must be observed and followed.

You may download to a local hard disk and print extracts from this site for personal use and information. You can duplicate the information for the personal use of others only. Information is not to be copied to use in any other website, database or publication or any other form of work.

Please contact Woodbrooke if you wish to use a photograph or any information given, for incorporation into any form of publication medium, or for any use other than private viewing.

Booking Courses Online

Woodbrooke strives to ensure that the information displayed about courses is accurate, and provides an online booking service for the convenience of users. In rare circumstances, however, it may occur that we cannot honour a course booking taken online. In this case, the customer will be refunded in full. Please consider course bookings made online to be provisional until confirmed in writing by Woodbrooke.


If Woodbrooke cancels a course you are booked on you will receive a full refund. If you cancel your place on a course we offer refunds as follows:

Onsite Courses

  • You can transfer your payment once to any other course provided you book before the end of November 2020.
  • If you notify us of a cancellation more than 8 weeks prior to the event, you will receive a full refund.
  • If you notify us of a cancellation less than eight weeks before the event and do not wish to transfer (as above) we will charge a cancellation fee of £20. Any additional money will be refunded.
  • If Woodbrooke cancels a course then you will receive a full refund.

Online Courses

  • You can transfer your payment to a new course at no penalty provided you select the new course within seven calendar days of cancelling the original booking, otherwise a cancellation charge of £10 will be applied. A booking can only be transferred once.
  • If the new course has a difference to pay, this will be due three weeks before the start of the new course.
  • If the new course is a lower price, we will refund the difference.
  • Money paid by a Quaker Meeting or other organisation can be transferred to another individual from the same Meeting or organisation to use. The same terms apply as above.
  • If you do not wish to transfer, we will charge a cancellation fee of £10. Any additional money will be refunded.

Change of content or tutor: We make every effort to run courses as advertised. However, there may be occasions when we have to change course content and/or tutors. Woodbrooke reserves the right to make these changes. In such instances, no reductions or refunds are available and the normal Cancellation Policy applies.

Insurance: We recommend that you consider taking out cancellation insurance to provide cover in the event of having to have to cancel your booking due to unforeseen circumstances. Woodbrooke is not able to recommend an insurance provider.

Cooling off period: If you cancel your booking within fourteen days of receiving confirmation of your booking from us you are entitled to a full refund under consumer protection regulations.

Accommodation only bookings: You can cancel  your booking up to 7am on the day of arrival without any charge. Cancellations made after this will incur a charge for the first night.

The information on this website is correct at the time of publication and may be subject to change.


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