About this policy
This policy explains when and why we collect personal information about our customers, how we use it, how we keep it secure, and your rights in relation to it. We may collect, use and store your personal data as described in our Data Protection Policy and as described when we collect data from you.
We reserve the right to amend this policy from time to time without prior notice. We will inform you of any changes we make.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found on the Information Commissioner's Office website (ico.org.uk). For the purposes of GDPR, we are the 'controller' of all personal data we hold about you.
Contact: Hannah Secouet — hannah@basecamplearning.co.uk · 07979 526883
What information we collect and why
| Information | Purpose | Legal basis |
|---|---|---|
| The child's and parent/carer's name, telephone number and email address (occasionally your address) | Managing the parent/carer's booking | Our legitimate interest in operating the organisation |
| Next of kin emergency contact details | Contacting next of kin in the event of an emergency | Protecting the parent/carer's vital interests |
| Date of birth / age-related information | Managing children's categories which are age related | Our legitimate interest in operating the organisation |
| Gender | Provision of adequate facilities for members | Our legitimate interest in providing sufficient and suitable facilities (including toilets) |
| Photos and videos of children | Use on our website, social media pages and in press releases | Consent — sought on the booking form, and which may be withdrawn at any time by contacting us by email |
| Health data, including allergies | Emergency treatment and suitable snacks | Used strictly and only in the event of an emergency |
Information collected through this website
When you get in touch through the website, we also collect:
- Contact & enquiry details — your name, email and any information you include when you use our contact or schools enquiry forms, so that we can respond to you.
- Website usage — anonymised analytics data (such as page views and device type) to help us improve the site. Our analytics are privacy-friendly and do not use cookies to track you.
Third-party services we use
We use a small number of trusted service providers to run our activities and website. We share only the personal data necessary for each provider to deliver its service:
- BookWhen — event bookings and ticket management
- Resend — sending booking-related and enquiry emails
- Vercel — hosting this website and privacy-friendly analytics
- Cloudflare — image hosting and delivery
How we protect your personal data
- We will not transfer your personal data outside the UK.
- We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
- Please note, however, that where you are transmitting information to us over the internet, this can never be guaranteed to be 100% secure.
- For any payments which we take from you online, we will use a recognised online secure payment system.
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide?
- We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold), except where required to do so by law, as set out in the table above, or as set out under "Your rights" below.
- We may pass your personal data to third parties who are service providers, agents and subcontractors, to use for the purpose of completing tasks and providing services to you on our behalf. However, we disclose only the personal data that is necessary for the third party to deliver the service, and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
How long do we keep your information?
- We will hold your personal data on our system for as long as you are a member of the organisation, and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not, we will stop processing it — except that we will retain it in an archived form in order to comply with future legal obligations (for example, the establishment, exercise or defence of legal claims).
- We securely destroy all financial information once we have used it and no longer need it.
Your rights
Under the GDPR you have:
- the right to be informed
- the right not to be subjected to automated decision-making, including profiling
- the right of access
- the right to object
- the right to rectification
- the right to erasure
- the right to restrict processing
- the right to data portability.
You also have the right to take any complaints about how we process your personal data to the Information Commissioner's Office:
Information Commissioner's Office — ico.org.uk/concerns · 0303 123 1113
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Contact us
If you have any questions about this privacy policy or your personal data, please contact us at hannah@basecamplearning.co.uk.
See also our policies and terms & conditions.
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