General Data Protection Regulations

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Charnwood International Scout and Guide Camp on behalf of Leicestershire Scouts and Girl Guiding Leicestershire is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

Charnwood International Scout and Guide Camp complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

  • To enable us to provide a voluntary service for the benefit of members of World Scout Organisation Movements and World Association of Girl Scouts and Girl Guides
  • To administer records for those attending Charnwood International Scout and Guide Camp;
  • To fundraise and promote the interests of Charnwood International Scout and Guide Camp;
  • To manage our volunteers and contractors;
  • To maintain our own accounts and records;
  • To inform you of news, events and activities pertaining to Charnwood International Scout and Guide Camp;
  • We may share your contact details with the Leicestershire Scouts, Girl Guiding Leicestershire, The Scout Association and Girlguiding UK upon their request.

4. What is the legal basis for processing your personal data?

  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and keep you informed about Charnwood International Scout and Guide Camp.
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
  • Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
    • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the Charnwood International Scout and Guide Camp team in order to carry out a service to other Camp members or for purposes connected with the Charnwood International Scout and Guide Camp. We will only share your data with third parties outside of Charnwood International Scout and Guide Camp, Leicestershire Scouts, Girl Guiding Leicestershire, The Scout Association or Girlguiding with your consent.

6. How long do we keep your personal data?

We keep all personal data related to all campers/visitors/staff for a maximum of 6 months post Charnwood International Scout and Guide Camp. This will then be destroyed except for Group Leaders, Staff and Contractors e-mail details and will automatically join the mailing list for the next Charnwood International Scout and Guide Camp.

7. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of personal data which Charnwood International Scout and Guide Camp holds about you;
  • The right to request that the Charnwood International Scout and Guide Camp corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for Charnwood International Scout and Guide Camp to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Charnwood International Scout and Guide Camp Administrator at

Charnwood International Scout and Guide Camp
9 Oak Spinney Park
Ratby Lane
Leicester Forest East
Leicester
LE3 3AW
UK

info@charnwood.org

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.