Basecamp Adventure Trust - Privacy Policy
(Registered CIO, Charity number 1194998)
Pilot Programme in Partnership with Carr Manor Community School and Wetherby High School
PRIVACY POLICY STATEMENT: First published September 2021 and updated January 2022 to take account of volunteer recruitment.
Our contact details:
Name: Basecamp Adventure Trust (FAO Data Protection Lead)
Address: 19 Commer House, Station Road, Tadcaster, LS24 9JF
E-mail:info@basecamp.org.uk
Important: This privacy notice should be read in conjunction with the schools’ data protection policies and those of our delivery partners. Basecamp Adventure Trust undertakes to abide by the data protection requirements of the schools and delivery partners in relation to the delivery of its pilot programme.
The type of personal information we collect (participants):
Basecamp Adventure Trust is a registered charity providing outdoor adventure programmes for children and young people in the Yorkshire area and, in order to run our Pilot Programme starting in September 2021, we will collect and process the following information:
· Participant name, school, e mail address
· Parent/carer/responsible adult name and e mail address
· Participant’s Circle Coach name, school, e mail address
· Information relating to the individual’s selection for the programme
· Individuals’ feedback and reflections on activities undertaken
· Feedback from third parties on individuals’ progress and achievements on the programme
· Photographic images and video footage taken during Basecamp activity
The type of personal information we collect (volunteers):
· Name and contact details,
· Details of any experience, knowledge and skills that you have/are gaining with us that will help you to support Basecamp participants or contribute to your own personal development
· Personal information needed for you to be able to work safely in your volunteer role e.g. clothing size, specific health needs
· Photographic images and video footage taken during Basecamp activity
How we get the personal information and why we have it (participants):
We are working in partnership with Carr Manor Community School and Wetherby High School to deliver our Pilot Programme. Some of the personal information we process as outline above is provided to us by them, in line with their own privacy policy, to enable their students to participate.
We ask for and process this personal information:
· So that we can communicate with participants and their parents/carers and inform them about/involve them in Basecamp activities
· So we can be sure that the individuals being put forward meet our selection criteria and that our programmes can meet their needs
· So that we can find out how individuals are doing and what progress is being made as a result of their participation on our programme
We may also receive updates and feedback on individual participants from other third parties e.g.
· Their parents/carers/responsible adults
· Other professionals involved with the young person e.g. school staff, social worker
· Programme delivery partners
· External evaluators who are working with Basecamp Adventure Trust to evaluate the programme
We will also receive personal information directly from the individual participants:
· Personal accounts of their activities and outcomes
We will process this personal information in order to track the progress of the individual participants and provide evidence of the impact the programme is having on them.
We may share this information with organisations who are involved in undertaking research and evaluation work for Basecamp Adventure Trust to help us generate objective evidence that our programme is working.
We also intend to capture photographic images and video footage of the participants taking part in programme activities.For this we will be seeking specific consent, and it will be made clear that consenting to participation on the programme is not the same as consenting to the use of visual images i.e. consent can be withheld without jeopardising their place on the programme.
We will capture and process personal information in the form of photos and video footage in order to:
· Share achievements, celebrate successes and evidence outcomes
· publicise our programme so that we can attract further participants and funding and provide evidence to organisations that might be funding our work or that are considering supporting us that their funds are being/would be used for the purposes for which they are given.
How we get the personal information and why we have it (volunteers):
We ask for personal information in order to match your skills and experience to our volunteering opportunities and allow you to support the participants to best effect. We do this by:
· Our application process – we will collect information via our volunteer application form and recruitment process
· Our training and support process – we will work with you to document your progress and achievements as a volunteer
· Our safeguarding processes – we will conduct appropriate DBS checks as required by law.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information is:
Your consent
We will receive and process information on your child as outlined above, to enable them to participate on the programme and to monitor their progress. In the case of volunteers, we receive and process information to allow to you work safely and effectively in your role providing support to the participants on our programme. You are able to remove your consent at any time. You can do this by contacting the charity using the contact details above. Please bear in mind that if you do not provide consent or you choose to withdraw it, it may be that we would not be able to allow your child to continue on the programme as it would not be possible to assess their needs, monitor their progress or determine whether they are benefiting from the programme in line with our charitable obligations. This decision will be taken in consultation with the school and you will be notified if this is the case. In the case of volunteers, removing consent may result in you not being able to work as a volunteer as it may not be possible to ensure your safety and effectiveness in the role. This decision will be taken by the Board of Trustees and you will be notified if this is the case.
We need it to perform a public task
We are a registered Charitable Incorporated Organisation (CIO). The Objects of the CIO are, “for the public benefit, to advance in life and relieve the need of young people living in Yorkshire …through the provision of outdoor adventure programmes.” We need to collect and process information on the individuals participating in our programmes so that we can determine that we are meeting their needs, delivering benefits and satisfying the objects of the charity and in relation to volunteers, to ensure that our programmes are being delivered appropriately and effectively in pursuance of our statutory aims.
How we store your personal information
All personal information is securely stored within the Basecamp Adventure Trust password protected electronic filing system, and access will be restricted to any Basecamp trustees and other appointed staff who may be involved in managing or delivering the programme or analysing the impact (information will be accessed on a need-to-know basis in line with specific roles and responsibilities).
Personal data used for communication purposes will be held in electronic group e mail lists.
Personal information relating to an individual’s progress on the programme will be held in a separate file with restricted access to those undertaking monitoring and evaluation roles. Any personal information used for reporting purposes e.g. a report to the Board of Trustees will be anonymised so that it cannot be traced back to the individual.
Photographic images and video footage will be held electronically in a separate file and will not be linked to the subject of the image to protect their anonymity. Hard copies of any images will be stored securely in a locked cabinet in the Basecamp office.
We keep the information we collect for a period of 7 years, or until the participant reaches the age of 21, whichever is the later.
In the case of volunteers, we will retain the information for the duration of your volunteering period, and up to a maximum of 2 years following the end of your time with us in relation to any agreement to provide references. We will then dispose of the information by deleting it from all electronic systems and shredding and disposing any data held as hard copy.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact our Data Protection Lead at the address above if you wish to make a request.
If you think we may have processed your personal data unlawfully, or that we have not complied with General Data Protection Regulation 2016 (GDPR), you can report your concerns to the Information Commissioner’s Office (“ICO”). You can call the ICO on 0303 123 1113 or get in touch via other means, as set out on the ICO website: www.informationcommissioner.gov.uk