AYC - Privacy Notice
1. Introduction
Ayrshire Youth Camp is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains what information we collect, why we collect it, how we use it and the rights you have under UK data protection law.
2. What information we collect
Parents/Guardians
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Name
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Address
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Email
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Telephone number
Camper
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Name
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Date of birth
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Medical information
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Dietary requirements
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Emergency contacts
Leaders
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Contact details
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Emergency contact
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Relevant medical information where required
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Any information required for safeguarding or volunteering purposes
Photographs
Photographs and videos may be taken during camp for promotional and historical purposes. We will always respect any photography permissions or preferences provided during the application process.
3. Why we collect information
We only collect and use personal information where it is necessary to:
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process camp applications
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organise accommodation and activities
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provide appropriate medical care
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manage dietary requirements
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contact parents before and during camp
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fulfil safeguarding responsibilities
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meet our legal obligations
4. Lawful Basis
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5. Who sees the information?
Personal information is only shared with authorised individuals who require it to carry out their responsibilities.
Examples:
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Camp Committee
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First Aid Team
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Kitchen Team (dietary needs only)
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Dorm Leaders (basic camper information only)
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Child Protection Coordinators
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Emergency Services where necessary
6. How long do we keep the information we collect?
Camp application information is normally retained for up to three months after camp unless we are required by law to retain it for longer (for example, safeguarding records).
7. Keeping Your Information Secure
We are committed to keeping your personal information safe. Personal information is stored securely and is only accessible to authorised members of the Camp Committee and leaders who need it to carry out their role. We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss or misuse.
Sharing Information
We will never sell your personal information or share it with other organisations for marketing purposes.
8. Your Rights
Under UK data protection law, you have the right to:
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Access the personal information we hold about you or your child.
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Request correction of any inaccurate or incomplete information.
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Request deletion of your personal information where we are no longer required to keep it.
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Object to or restrict how we use your personal information in certain circumstances.
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Withdraw your consent at any time where we rely on your consent (for example, receiving future camp information).
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Make a complaint to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled correctly.
If you wish to exercise any of these rights or have any questions about how we use your personal information, please contact our Data Protection Coordinator using the details below.
9. Questions or Requests
If you have any questions about this Privacy Notice or wish to exercise any of your rights, please contact our Data Protection Coordinator
Mark Wade
