PRIVACY & GDPR; General Data Protection Regulation UK & EU.
What is this Privacy Notice?
This Privacy Notice sets out what we, Wike Camp Site, do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.
What data are we gathering?
We may hold Personal Data (including Sensitive Personal Data) about members, parents/guardians and volunteers. We believe it is important to be open and transparent about how we will use your Personal Data. Information we may hold includes the following:
- name and contact details;
Why do we collect this information?
We use this information to communicate with you and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin). In addition, we may collect data for registration to events, including nights away, in some cases this data will be Sensitive Personal Data, which we ask for to allow us to provide appropriate care for members whilst under our supervision. The list of activities we carry out as part of Scouting that may require the use of Personal Data include:
- To enable us to provide a voluntary service for the benefit of the public;
- To manage our volunteers
- To manage our membership records
- To update you on events and
- To conduct surveys on our performance
- For financial accounting
- To fundraise for the Wike Camp Site
How do we gather data?
We gather data through a variety of methods, these include:
- Contact form on our website or by email
When will we delete this data?
We may keep information for different periods of time for different purposes as required by law or best practice.
We keep data for health and safety, lost property returns, emergencies … and review data on the 1st October each year for the previous season and delete that data in the December of that year.
Who has access to this data and who do we share it with?
Only those members who need membership information to carry out their role have access to that information.
We may share membership data with other local scouting groups where this activity is required to deliver the scouting group obligations, such as stand in leaders. We may also share data within The Scout Association. We do not store credit card details, nor do we share data with third parties without permission.
Where will the data be stored?
This data is securely stored as paper records in locked filing cabinets and in online memberships systems including COMPASS and OSM (Online Scout Manager).
Visiting or Communicating with Wike Campsite via this website, it’s forms or by email does involve the collection of Data about you, your device and your location.
This applies to any website on the internet as that is how such systems work, it is not unique to us.
If you do not want this to happen, we advise you to NOT visit our website [or any website, they all do similar things, to be honest].
Our Forms collect the information you supply; name, email, address, telephone and comments as you supply them and as you will see from the forms this is usually limited to the lead bookers details.
Cookies, collect and store information such as name, username, and password onto your own computer.
We keep your data for as long as we are legally required to by UK Law.
Your details are also stored on our computers and paper files and processed by the Bookings Secretary, the Wardens and the Web Master.
Data on our website is protected securely by encrypted password systems provided by the WordPress/MySQL systems that drive our website.
Our WordPress web site CMS does use Plugins that record data about your location, IP. This is for our security and yours. WordPress Plugins such as WordFence, GeoIP, Ban Hammer, and similar plugins will find a visitors IP and compare it to known black-lists and ban/protect this site for the benefit of all who use this site. Such information is collected by the plugin software and kept up to 3 months.
We take data security seriously.
What are your rights to your Personal Data
As a Data Subject you have rights over your own data that you can exercise at any time, these are:
- Data is accurate – we must keep your data accurate
- Data is erased – we must erase data if not needed or requested by you, that is not excessive and is possible
- Data is portable – we must provide a copy of your data back to you
- Data processing is limited – we must cease a processing activity if you object to it
- Consent withdrawal – we must allow you to withdraw consent at anytime
If you wish to know what data we hold about you, exercise these rights or for any further queries, or If you want your data deleted from our systems on this website, or any system within Our control, then simply ask;
Email using our web contact form, or phone us.
If anything goes wrong at our end, if there is perceived security threat, we will inform the GDPR EU/UK authorities and following their advice we will notify you within 72 hours by;
- a website statement
- an email
- by post [where we have this information]