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Page last updated: 11/12/2021 22:00

Privacy Policy

Thorrington Scout Camp takes the issue of privacy very seriously and is committed to protecting and respecting our users' privacy online. This Privacy Statement sets out our current data processing practices and should be read in conjunction with our General Data Protection Regulation.

Information we collect

When you register a Young Person or Adult with Thorrington Scout Camp, we ask for your name, email address and postcode. We also ask for some information relating to the person including date of birth, allergies and disabilities.

When you book to stay at Thorrington Scout Camp, we ask for your name, telephone number and email address. We may ask for other information specific to your needs for site which may include allergies and disabilities.

Any personal information provided by you to Thorrington Scout Camp through your registration will only be used for the following purposes by Thorrington Scout Camp:

Keeping & Updating online membership records;
Contacting you in relation to Site activities. We will not send you unnecessary or “spam” e-mail and the bcc field will always be used to protect your email address from other persons

Creating a membership file in written registration form, the Scout Association Compass system. Collecting and holding census data for The Scout Association, including ethnicity, age, disabilities and allergies.
Creating a booking file within a spreadsheet or on the CampMan camp site booking system, to facilitate your stay with us.
You can see our GDPR policy for more detailed information.

Who we share information with

Any personal information received from you will be retained by us and not sold transferred or otherwise disclosed to any third party, unless such disclosure is required by law of by the Scout Association for member record keeping.

Some of our web pages may use cookies and other tracking technologies. A “cookie” is a small text file that may be used for example to collect information about web site activity. Tracking technologies may record information such as Internet domain and host names; Internet protocol addresses; browser software and operating system types; dates and times that our site is being accessed. Our use of cookies and other tracking technologies allows us to improve our web site and your web experience. Cookies can be disabled in your web browser settings.

Your Consent

By registering with Thorrington Scout Camp, you consent to the terms and conditions herein and to TSC’s processing of your personal data for the purposes set out above. You should also read our General Data Protection Policy for further information. You can opt out of emails at any time and any personal information is deleted/destroyed as soon as the Young Person or Adult leaves the TSC. For those booking to stay on site, your details are deleted a year after your stay has passed, or when your account has been settled, whichever comes first.

This privacy policy statement relates solely to the information provided by you on the registration form and through Compass. This information includes your registration details, any additional information you choose to submit.

This privacy policy is not intended to, and does not, create any contractual or other legal rights.

For more information on how the Scout Association processes your data, please visit: http://scouts.org.uk/privacy-policy/

General Data Protection Regulation

You can obtain further information about data protection laws by visiting the Information Commissioner's website at http://ico.org.uk/for_organisations/data_protection

GDPR Compliance Policy

GDPR Policy

Thorrington Scout Camp (TSC) needs to gather and use certain information about individuals and groups. These can include young people, parents, volunteers and other people the organisation has a relationship with, or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet TSC’s data protection standards, and to comply with the law.

Why This Policy Exists

This data protection policy ensures Thorrington Scout Camp:

Complies with data protection law and follows good practice
Protects the rights of young people, parents and volunteers
Is open about how it stores and processes individuals’ data

Protects itself from the risks of a data breach

How we Gather Your Data

When taking out an adult role within Thorrington Scout Camp you will be required to provide your name, address, telephone number and date of birth. This information will be inputted and stored on the Scout Association ‘Compass’ website. In addition, you will be required to provide formal identification and undergo a Disclosure and Barring Service (DBS) check to ensure you are able to work with young people. You will be required to submit this information to DBS system upon receipt of an email offering you to sign up to be checked. We do not store this information. Your contact telephone number and email address will be made available to other leaders in the District & County so that they can contact you with important email updates.

When you make a booking enquiry to stay at Thorrington Scout Camp you will be required to provide your name, telephone number and email address. This information will be held on a booking spreadsheet and CampMan camp site booking system, but all details will be deleted at the end of the year following your camp. Details are only held for this time to ensure all bills are settled. Should payments not be received within this time frame, then your details will be held until your account is settled.

Data Protection Law

The Data Protection Act 1998 describes how organisations - including Thorrington Scout Camp - must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:

Be processed fairly and lawfully.
Be obtained only for specific, lawful purposes.
Be adequate, relevant and not excessive.
Be accurate and kept up to date.
Not be held for any longer than necessary.
Processed in accordance with the rights of data subjects.
Be protected in appropriate ways.
Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

Policy Scope

This policy applies to:

The head office of Thorrington Scout Camp
All volunteers of Thorrington Scout Camp

All contractors, suppliers and other people working on behalf of Thorrington Scout Camp.
All individuals booking to stay at Thorrington Scout Camp.

It applies to all data that TSC holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

Names of young people and volunteers who are members of TSC (or looking to join TSC within the next few months).

Postal address of parents, volunteers and site users.
Email addresses of parents, volunteers and site users.
Telephone numbers of parents, volunteers and site users.
Date of birth of young people and volunteers.
Any allergies, medical problems or disabilities that the young person may have.

Details of the young person’s GP.
Details of the young person’s religious belief’s.

Data Protection Risks

This policy helps to protect Thorrington Scout Camp from some very real data security risks, including:

Breaches of confidentiality. For instance, information being given out inappropriately.

Failing to offer choice. For instance, all individuals should be free to choose how the District uses data relating to them.
Reputational damage. For instance, TSC could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with Thorrington Scout Camp has some responsibility for ensuring data is collected, stored and handled appropriately. Each person that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.

However, these people have key areas of responsibility:

Thorrington Management Committee (TMC) Chairman, Bob Candler is ultimately responsible for ensuring that Thorrington Scout Camp meets its legal obligations.
The two over riding District Commissioners for Colchester Estuary and Colchester North are responsible for ensuring the TMC meets it’s legal requirements.

The TMC Chairman is responsible for:

Reviewing all data protection procedures and related policies, in line with an agreed schedule
Arranging data protection training and advice for the people covered by this policy where required
Handling data protection questions from Volunteers and anyone else covered by this policy
Dealing with requests from individuals to see the data Thorrington Scout Camp holds about them (also called ‘subject access requests’).

Checking and approving any contracts or agreements with third parties that may handle the site’s sensitive data.
Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
Performing regular checks and scans to ensure security hardware and software is functioning properly, where required and where this is not already carried out by a 3rd party software provider
Evaluating any third-party services TSC is considering using to store or process data. For instance, cloud computing services.
The four Team Wardens are responsible for ensuring that each of their team members meet the legal requirements and undertake appropriate training.

General Volunteer Guidelines

The only people able to access data covered by this policy should be those who need it for their work.
Data should not be shared informally. When access to confidential information is required, Volunteers can request it from their line managers.
Thorrington Scout Camp will provide training to all volunteers to help them understand their responsibilities when handling data.

Volunteers should keep all data secure, by taking sensible precautions and following the guidelines below.
In particular, strong passwords must be used and they should never be shared.
Two-factor authorisation should be used wherever possible.
Personal data should not be disclosed to unauthorised people, either within Thorrington Scout Camp or externally.
Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.

Volunteers should request help from their Duty Warden or the data protection officer if they are unsure about any aspect of data protection.
You must notify the Information Commissioner Office within 72 hours of any data breach, and you may also have to notify your young people, parents and volunteers.

Data Storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the data controller.
When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When not required, the paper or files should be kept in a locked drawer or filing cabinet.
Volunteers should make sure paper and printouts are not left where unauthorised people could see them, like on a printer or open folder on a desk.
Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Data should be protected by strong passwords that are changed regularly and never shared between Volunteers.
If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
Servers containing personal data should be sited in a secure location, away from general office space.
Data should be backed up frequently. Those backups should be tested regularly, in line with the District’s standard backup procedures.
Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
All servers and computers containing data should be protected by approved security software and a firewall.

Data Accuracy

The law requires Thorrington Scout Camp to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort Thorrington Scout Camp should put into ensuring its accuracy. It is the responsibility of all Volunteers who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

Data will be held in as few places as necessary. Volunteers should not create any unnecessary additional data sets.
Volunteers should take every opportunity to ensure data is updated.
Thorrington Scout Camp will make it easy for data subjects to update the information Thorrington Scout Camp holds about them. For instance, via the campsite’s website.
Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.

Your Right To Access Information We Store About You

(Subject Access Requests)

All individuals who are the subject of personal data held by Thorrington Scout Camp are entitled to:

Ask what information Thorrington holds about them and why
Ask how to gain access to it
Be informed how to keep it up to date
Be informed how Thorrington is meeting its data protection obligations

If an individual contacts Thorrington requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller at Stephen.deighton@essexscouts.org.uk The data controller can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.

The data controller will always verify the identity of anyone making a subject access request before handing over any information. For example, requesting forms of photo identification such as a passport or drivers licence.

Disclosing Data For Other Reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, Thorrington Scout Camp will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the Scout Association and from the two Districts’ legal advisers where necessary.

Your Right To Rectification

Individuals have the right to have their information corrected if they believe it is factually inaccurate - this is known as the right to rectification.

Your Right To Have Data Erased

The right to erasure is also known as ‘the right to be forgotten’. In certain circumstances, it allows people to instruct organisations to delete or remove their personal data.

For example, if our website holds photographs of members at camp and 20 years later the photo is still there, the individual can ask for the picture to be deleted.

Your Right To Object

We do not sell information to any third parties, except the Scout Association. You have the right to object to the processing of your personal data at any time.

How Long We Keep Your Data

We only keep your data for the period that you are a member of Thorrington Scout Camp. Once you or your child leave TSC, the information is deleted and/or shredded.

For those booking to stay at Thorrington, your data will be deleted at the end of the year following your camp. Details are only held for this time to ensure all bills are settled. Should payments not be received within this time frame, then your details will be held until your account is settled.

Third party Applications And Their GDPR policies

Thorrington Scout Camp use the following third party applications to store data or contact parents:

Online Scout Manager - https://www.onlinescoutmanager.co.uk/security.html
Compass - http://scouts.org.uk/privacy-policy/
Microsoft 365 - https://privacy.microsoft.com/en-gb/privacystatement
Google Mail and Google Drive - https://privacy.google.com/businesses/compliance/

Disclosure and Barring Service - https://www.gov.uk/government/publications/dbs-privacy-policies
Campman Campsite booking system
123FormBuilder - https://www.123formbuilder.com/privacy.html

Alternative Copies

This GDPR Policy can be downloaded in a written form, please click here to view and download

Campsite Terms & Conditions

Campsite T&C's

Reservation And Cancellation

We will hold a booking reservation for 28 days from initial contact. If a deposit has not been received within this 28 days period we will cancel your booking reservation. A non-returnable deposit is required which will be deducted from your final balance paid at the end of your camp. By paying a deposit you are accepting the conditions laid out here.

In the event of cancellation or non-attendance the following charges will apply:

More than 60 days’ notice before the date of the booking – loss of deposit

60 – 31 days’ notice before the date of the booking – 50% of total cost

30 – 8 days’ notice before the date of the booking – 75% of total cost

7 – 1 days before date of booking or non-attendance – 100% of total cost

Cancellations must be made by email to bookings@thorringtonscoutcamp.org or message left on the answer phone number on your booking confirmation form. The date of message being the date of notification. An invoice for any fees due will be sent to you and should be payed within 28 days.

All fees must be paid in full prior to leaving site unless prior arrangements have been agreed.

Charges are subject to yearly review and are generally changed on the 1st January. If you have booked a camp for the following year you will be notified of your fees when they become available.

General Information

Responsibility for the supervision and welfare of groups remains the responsibility of the leaders of your group. Access to site is from Friday 7pm for all weekend bookings. If you wish to get in earlier you will need to organise with your warden as soon as possible and at least a week before your camp dates. All group leaders should report to reception upon arrival to book in.

The speed limit on Brick Kiln Lane is 5mph. Please ensure that all adults in your group are aware of this, including those dropping off young people to site.

Vehicles are not permitted past the silver gate without permission from the Warden Team. Those dropping off bulky loads will be permitted access to do so, but all other adults should park in the car park and walk personal gear to their site/building.All vehicles should be returned to the car parks as soon as possible, unless arranged with the Warden Team on site.

Please respect all other site users whilst at Thorrington by not walking through someone else’s camp site. There is also a noise curfew from 11pm – 7am (including the use of generators).

It is expected that all adults on site will adhere to guidance issued by The Scout Association. In particular those in relation to the consumption of alcohol and smoking/vaping.

Indoor Accommodation

Groups hiring indoor accommodation are asked to note that no bed linen is provided and it is required that a single sheet is used to cover the mattress.
We do not supply First Aid Kits in any of our buildings.
We do not provide cleaning materials in any of our buildings. No bleach is to be used in the buildings.
We reserve the right to charge groups who do not leave buildings tidy or cause damage to building or equipment.
You should notify us at the earliest opportunity if you find anything dirty or damaged so that we can rectify the situation.
All buildings are smoke and Vape free areas.
A Handover sheet must be completed on arrival and departure with a Warden Team member.

Camping

Groups hiring indoor accommodation are asked to note that no bed linen is provided and it is required that a single sheet is used to cover the mattress.
We do not supply First Aid Kits in any of our buildings.
We do not provide cleaning materials in any of our buildings. No bleach is to be used in the buildings.
We reserve the right to charge groups who do not leave buildings tidy or cause damage to building or equipment.
You should notify us at the earliest opportunity if you find anything dirty or damaged so that we can rectify the situation.
All buildings are smoke and Vape free areas.
A Handover sheet must be completed on arrival and departure with a Warden Team member.

Fire Safety

Please ensure that all leaders attending Thorrington have read the fire safety procedures sent to you with your welcome pack.

Fire Drills are offered to all building users and can be undertaken for campers on request to the Warden.

Toilets and Sanitation

There are two toilet blocks on site available for use. The bottom toilet block will only be opened if there are campers at that end of site, or on request to the Warden. These toilets are checked regularly by Warden Teams during your stay and cleaned accordingly. Should you identify an issue please raise it with the Warden as soon as possible.

All site users should encourage young people to keep the facilities as clean as possible. We reserve the right to restrict access to the bottom toilets if they are found to be being misused. The pot-washing area should be cleaned after use and all food, cleaning materials and crockery/cutlery should be removed and disposed of after use.

GDPR

When you make a booking enquiry to stay at Thorrington Scout Camp you will be required to provide your name, telephone number and email address. This information will be held on a booking spreadsheet and Campman camp site booking system, but all details will be deleted at the end of the year following your camp. Details are only held for this time to ensure all bills are settled. Should payments not be received within this time frame, then your details will be held until your account is settled.

The information you send us will only be used for the reasons identified and will not be passed onto any other third parties at all.

Please ensure that should any details change, between booking and final settlement of your bill, that you update us and we can ensure the information we hold for you is up to date and valid.

Should you wish to access the information held for you by Thorrington Scout Camp, please make a ‘subject access request’ to thorringtonsc@gmail.com and make for the attention of the data controller. The data controller will then send a data request form.

Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.

Activities

Activities may only be booked for your camp once a deposit and completed booking confirmation form have been received by Thorrington Scout Camp. Bookings are not confirmed until you have received a confirmation email from us.

Activities can be booked through the email system up to 4 weeks prior to your arrival date. After this point you should book activities directly with the warden upon your arrival.

Thorrington Scout Camp, and its instructors, have the right to amend, postpone or cancel your activity booking at any point prior to your time slot and during the activity. This will only be done where necessary, e.g. weather and instructor availability. However, we will always try to meet your requests where possible and offer all available options when we contact you and identify these issues.

The Fine Print... The important bits...