Privacy Policy

1.0 Introduction

This privacy notice is provided by Derby Toc H Children’s camp to help you understand how and why we collect personal information (or “data”) about our volunteers, invited children who attend camp and other individuals, and what we do with that information.

We use (or “process”) personal information in accordance with the law relating to data protection. The General Data Protection Regulation (GDPR) outlines your rights in respect of this. Derby Toc H Children’s camp is the Data Controller for the purpose of GDPR.

Personal information means any information relating to you, or information that, when combined with other information, identifies you. Personal information includes your name, address, images and video footage.

How and why we collect and use personal information

We collect and process information in a number of areas to promote the welfare of our volunteers and invited children.
We use personal data:

• To safeguard and promote the welfare of the children attending camp
• To manage our camp effectively
• For the management and welfare of our volunteers

Children Attending Camp: Parents/Guardians provide information about their children when completing the enrolment form prior to the camp start date. Personal information is also collected directly from children and parents/guardians by direct means such as meetings and discussions. Whilst we collect most of our personal information from children and parents directly, in some cases personal data may be supplied to us by third parties, for example: a school, a local authority, or other professionals.

Volunteers Attending Camp: Volunteers provide their information via an online enrolment form when registering to support the camp as a staff member.

Volunteers Children Attending Camp: The parent(s) who is attending as a volunteer will complete the enrolment form on behalf of their children (under 16) prior to attending camp.

2.0 Safeguarding and promoting the welfare of the children attending camp

The safety and welfare of the children attending camp will always be our overriding concern. We may record and monitor information on a child’s personal and social state, and mental and physical welfare in order to provide them with appropriate pastoral care.

We may share information in accordance with legal requirements and Government guidance, with third parties such as regulators, local authority children’s services, the courts or the police. For more information on the welfare of the children please see our Children Protection and Safeguarding policy.

3.0 Our Volunteers

To ensure the safety of our volunteers and the effective running of our camp we record and process volunteer personal information. This information includes (but is not limited to) their name, address, date of birth, next of kin and emergency contact details, relevant medical history and any individual needs including those relating to disability. We also hold information on Disclosure and Barring Service checks including criminal history.

Volunteers will receive regular email updates relevant to camp and the running of our charity. Volunteers can chose to opt out of these emails by contacting a member of the committee.

4.0 Managing our charity effectively

While we collect most of our personal data from children and parents/ guardians directly, in some cases personal data may be supplied to us by third parties as an important element of ensuring we can offer the very best care for the child during the camp.

We use the personal information we collect to support the planning and day-to-day management of our camp, this includes a live child attendance list of children and volunteers on the camp.

Nomination of a Child

An application for a place at Derby Toc H Children’s camp will be made on behalf of a child by a school, social worker or local charity. We ask referees to provide personal information about themselves and the child for whom they are applying. This includes name, date of birth, contact details, address, and current school. We ask for this information so that we can process and assess the application against our admission criteria.

When we accept a nomination we will ask for further information, including details of
medical history and dietary needs. This is so that we can provide appropriate health care to the children on our camp.

We may share this information with authorised third parties, if we believe this is necessary and in a child’s best interest, for example in the event of a medical emergency. This includes local organisations providing an activity during the camp to ensure health and safety is considered for all children.

Volunteer applications

Any application to volunteer for Derby Toc H Children’s camp will be made the volunteer themselves. We ask for personal information includes name, date of birth, contact details, address, emergency contact details and any relevant medical conditions that may affect the volunteer during camp.

Statutory Responsibilities of our Volunteers

We collect, record and process some personal information to comply with our statutory responsibilities. This includes (but is not limited to) information relating, proof of identity and Disclosure and Barring Service checks including criminal convictions.

Financial information

We do not collect or hold any financial information regarding our volunteers or children attending the camp.

Photographs

We may take photographs of children as part of the camp. This primary purpose is to collate these photos for a video shared with the children at the end of the camp. Where we wish to take photographs of children and use these in school publications, for example a brochure or on our webpage; we will only do this if we have a separate consent. Depending on the nature of the consent for which we are asking, and the age and understanding of the child, we may ask our pupils for their consent, or a parent, or both.

CCTV

We use CCTV for safety and security reasons. CCTV is not used in private areas such as tents or toilets and is not retained for longer than we consider necessary to fulfil the purpose stated above.

5.0 Our legal basis for processing personal information

We process personal information where one of the following applies:

1. Legitimate interests
This means that the processing is necessary for legitimate interests pursued by Derby Toc H Children’s Camp, unless this would override your fundamental rights, taking into account your reasonable expectations. We rely on legitimate interests for many of the ways in which we process personal information.

2. Necessary for a contract
We may need to process personal information in order to perform our obligations under contract, or to gather information prior to entering into a contract. For example, we need an emergency contacts name and contact details so that we can contact you if there is a concern. We also process the personal information of our volunteers as part of our contract of employment with them.

3. Legal obligation
We are under a duty to comply with a number of legal obligations and we will process personal information in connection with these. Legal obligations can relate to safeguarding, health and safety and statistical returns to the Government. Where necessary we may share personal information with other service providers, such as insurers and professional advisers.

4. Vital interests
We may process personal information if we believe this is necessary to protect an individual’s vital interests. This might include sharing allergy information with third party caterers, or other health information with medical professionals providing treatment.

5. Consent
Where none of these conditions apply, and we still wish to process your personal information, we will ask for your consent. Depending on the nature of the consent we are asking for, and the age and understanding of the child, we may ask the child for their consent, or a parent, or both. For volunteers over the age of 16 we will ask for their consent directly. If we ask for consent, we will be clear about what we are asking to do with your personal information. Where we are relying on consent to process personal information you may withdraw your consent at any time. Please note that we may need to continue to process personal information under one of the other grounds set out above.

Our legal basis for processing special categories of personal data
Data protection legislation also refers to “special categories of personal data” which is more sensitive personal information needing a higher level of protection.

This includes data revealing racial or ethnic origin, trade union membership, and the processing of biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.

6. Data revealing racial or ethnic origin
We do not collect information that is at Derby Toc H Children’s camp.

7. Trade union membership
We do not collect information that is at Derby Toc H Children’s camp.

8. Biometric data
We do not collect information that is at Derby Toc H Children’s camp.

9. Data concerning health
We record information on the health of our children and volunteers where this is necessary to ensure we can provide the correct level of care. We may record and process information on the health of our pupils in the following areas:

• Safeguarding – it may be necessary for us to record information on the physical or mental health of our children attending camp and share this with health or social care professionals in order to ensure a child receive appropriate health or social care treatment.
• Pastoral care – we may record information concerning the social, psychological or physical development of a child and this may include information concerning their health, in order to make provision for appropriate health or social care treatment.
• Special Educational Needs and Disability (SEND) – when we record information on a child’s individual needs this may include information concerning their health. Where we do this, it is in order to make provision for appropriate health or social care treatment.
• Medical care – we record information on any pre-existing medical issues of our children attending camp and any medical episodes they experience whilst in our care. This is in order to make provision for appropriate health treatment. In a medical emergency, we may share information with other parties, such as ambulance staff or a hospital if we believe it is in an individual’s best interests and they are unable to provide this themselves.

10. Data concerning a person’s sex life or sexual orientation
We may record information on a child’s sex life or sexual orientation where this is necessary to provide appropriate safeguarding or pastoral care. We will do this where we believe it is necessary to make provision for appropriate health or social care treatment, protect a child from physical, mental or emotional harm, or protect their physical, mental or emotional wellbeing.

11. Consent
Where none of the above conditions apply and we still wish to process special categories of personal data we will ask for consent. If we ask for consent, we will be clear about what we are asking to do with any sensitive personal information, and the person providing consent may withdraw this at any time. Depending on the nature of the consent we are seeking, and the age and understanding of the child, we may ask our children directly for their consent, or a parent, or both. For volunteers over the age of 16 we will ask for their consent directly.

6.0 How long do we keep personal information?

In line with the law, we keep information for as long as is necessary in order to carry out the services and activities listed above.

We retain some information after children have left camp, for example, contact details, and safeguarding information.

We may keep some limited information for a longer time if we believe this is appropriate for historical, research or statistical purposes.

7.0 Website terms and conditions

The Derby Toc H Children’s Camp maintains this web site (“the Site”) and the information and materials on the Site (“Content”). By accessing or browsing the Site, you agree to these Terms of Use.

Disclaimer: Whilst we take care to ensure the accuracy of the Content, to the extent permitted by law, Derby Toc H Children’s Camp assumes no legal liability for and does not warrant that the information contained on this web site is accurate or complete, or that these web pages will be free from errors or that its availability will be uninterrupted; Derby Toc H Children’s Camp hereby expressly disclaims and excludes all express and implied warranties terms or conditions not stated herein, so far as such exclusion or disclaimer is permitted under the applicable law. The charity excludes all liability to any person for any loss or damage caused by any errors or omissions, whether such errors or omissions result from negligence, accident or any other cause, but this disclaimer is without prejudice to any claims for fraudulent misrepresentation, personal injuries or death.

Restrictions on use of content: The Content of this web site and all copyright and other intellectual property rights therein belong to Derby Toc H Children’s Camp or its Content providers. You are hereby granted permission to access the Site and print a copy of the Content as a record of your visit. All other use of the Site and its Content, including modification, publication, transmission, creation of derivative works, incorporation into another web site or reproducing the Site or the Content (whether by linking, framing or any other method) is not permitted without our prior express written consent.

Privacy statement

Derby Toc H Children’s Camp will only use the personal information submitted on this site to respond to the query and send future correspondence and promotions. You can unsubscribe from these promotions at any time from within the email you receive. Your information will not be shared with any third
parties unconnected with Derby High School.

Information sharing: Toc H Children’s Camp will only share volunteer information submitted through the website with third parties where necessary. This includes health and safety purposes during the running of the camp. No information is collected via the webpage on the children attending camp.

Cookies: Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses cookies to help us analyse how visitors use the site in the aggregate. It does not collect personally identifiable information, and does not track your movements between
different websites.

The cookies used by Google Analytics are:

• __utma
• __utmb
• __utmc
• __utmz

You may opt out of Google Analytics on all websites by installing the Google Analytics Opt-out Browser Add-on, or just for this website.

Acceptance of these terms: By using this site, you signify your assent to Derby Toc H Children’s Camp Privacy Statement. If you do not agree with our Privacy Statement, please do not use our site. We reserve the right, at our discretion, to change, add or remove portions of this Privacy Statement at any time. Please check this page periodically for changes. Your continued use of the Derby Toc H Children’s Camp site following the posting of changes to this Statement means you accept the changes we make.

8.0 Monitoring arrangements

The date protection officer is responsible for monitoring and reviewing this policy.

This policy will be reviewed and updated if necessary when the Data Protection Bill receives royal assent and becomes law (as the Data Protection Act 2018) – if any changes are made to the bill that affect our charity’s practice. Otherwise, or from then on, this policy will be reviewed every 2 years and shared with the full Derby Toc H Children’s Camp committee.

Other policies

This Privacy Policy should be considered alongside the following policies available on request:

• Data Protection Policy
• Safeguarding Policy
• Health and Safety Policy
• Camp Risk Assessments