Spring Bank Camp

Privacy and Data Security

The General Data Protection Regulations (GDPR) have made several changes to obligations of organisations collecting data. Our privacy statement here explains what we collect and how we use this data. If you have any further questions, please contact Colin Slater (Database Developer), the nominated Data Controller for Spring Bank Camp.

Who is collecting data and who has access?

Data is being collected by Spring Bank Camp, an event hosted by Drum Hill Scout Camp which is the county campsite for Derbyshire County Scout Council. Access to your personal data is restricted to those who need access for the purposes of running and organising the event, but will typically include the members of the management committee. Team Leaders also have access to the contact information for the members of their team.

No-one will be given access to the Personally Identifiable Information (PII) of others until they have agreed to the data privacy policy of the event and have signed to confirm they will act accordingly.

What data is being collected?

We collect the following PII:

What is the legal basis for processing the data?

The event must comply with relevant UK Laws and policies of both The Scouts and Girl Guiding UK. To that end, we must perform certain checks on every adult member attending the event. These include:

As we have a bar available on site, your ID Card will state whether you are over or under 18. Although this is used by our bar staff as a quick check that we are only serving alcohol to those aged 18 and over, the principles of the Challenge 25 scheme.

Will any data we collect be shared with any third parties?

NO - Put simply, the only persons who will have any access to any information you have provided to us, will be those who are directly involved with the organisation and administration of the event.

How will the information be used?

The information will be used to enable the Spring Bank Management Team to deliver the event in a safe and controlled manner. The data we collect will enable us to perform the checks we are required to perform for such an event. This includes checks that all adults coming onto site are a member of one organisation or the other, that DBS Checks are in place, that we are aware of any additional requirements that attendees may have and can provide any facilities required.

For how long will the data be stored?

This is up to you. If you are attending the next event, we require that the data is available to us until at least June 30th the year of the event. This is so that we can complete the necessary post event administration and close off the accounts and finances for the event. When you register for an account, you will be asked whether we may hold on to your information for the following year's event. Allowing us to hold on to your information will mean that if you are intending to attend the event the following year, you will not need to re-register for an account or provide details such as DBS again. Should you attend the event the following year, you will be asked to confirm again whether we may continue to hold your details until the following year's event.

Should you no longer be able to attend the event and wish for your details to be removed from the system earlier than June 30th, please contact Colin Slater (Database Developer), the nominated data controller for Spring Bank Camp.

We have an automated routine built into the database to remove all PII records from the system. This routine runs on June 30th every year.

What rights do you, as a data subject, have?

As per the articles of the GDPR, you have the right see what data we hold on you. Spring Bank Camp believes in complete transparency and as such, it is possible for you to see what information we hold on you by logging into your account on our system. There are no other records or data held on you than those which you can see.

How can you, as a data subject, raise a query or complaint about data security?

In the first instance, all queries and complaints regarding data protection should be sent to Colin Slater (Database Developer), the nominated data controller for Spring Bank Camp. The nature of the query/complaint will be evaluated by the Data Controller, the Camp Organiser and the Drum Hill Scout Camp Site Manager so that appropriate action can be taken.

 

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