If you are a child’s social worker or family support worker, please seek permission from a parent or guardian before giving personal information to anyone online.
If you do not agree to this policy, you can refuse to disclose your information to us.
We obtain information through our interactions with you and try to be clear when we are doing so. We may also obtain your information through third parties and from public sources. Below, we list how we obtain your information from these sources.
You have the right to request that your information not be used at any point. To do so, please contact us at firstname.lastname@example.org. For more information on your rights, please view the ‘Your rights’ section below.
We may obtain information from you through your interactions with us such as when you are:
Regarding your rights concerning the information that we have collected, please see the ‘Your rights’ section.
We may obtain information from third parties if you gave them permission to share it with us such as when:
We may contact for additional information:
Public sources we may use include:
The information collected will vary depending on the situation (e.g. applying for a holiday, donation administration etc.), but is intended to be the minimal amount needed for the activity (e.g. ensuring your child is as safe as possible on our holiday). We will not sell or rent your personally identifiable information that you provide us.
The personal information collected may include, but is not limited to:
When collecting information about a child, we will ask a parent or guardian for consent prior to collecting their child’s information.
We do not actively collect and/or use information about your device (e.g. IP address, type of device, etc.) but depending on your device settings, it may be made available to us. Contact your device manufacturer or operating system provider for more information on what information is made available.
We will use your personal information to ensure the suitability of your child for our holiday, maximise their safety and administer our contact databases, to keep you updated with our fundraising efforts, and to contact volunteers. Examples include:
At any point, you can let us know how you wolid like to be contacted and what information you would like to receive, as well as update your communication preferences and opt out of communications, by emailing email@example.com.
Most of the time, we will obtain your permission for processing your information, but occasionally we may need to process your personal data without your consent. This will only be done when it is in our legitimate interest, it is legal for us to do so, and it will not infringe your legitimate interest, rights, and/or freedoms.
The safety and security of your personal information is important to us and we try to implement the safeguards needed to protect it, ensure it is accurate, and keep it up to date such as:
Unfortunately no matter what safety measures are implemented, information sent via the internet can never be guaranteed to be flily secure. Even though we do our best to ensure your personal information is safe, we cannot guarantee that the information you provide online or via email is flily secure. Information you send via internet is therefore sent at your own risk.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required to do so by law or for regliatory reasons.
General information may be shared with partners in order to aid our research, with personal identifying information removed (e.g. we may share the total number of children attending a given holiday).
We may share the names of children who participate in VacProj with ExVac, a similar scheme at a neighbouring college, to help both parties to select the most appropriate children.
We aim to hold your information for only as long as necessary for the relevant activity (e.g. donation information will be kept for six years in alignment with auditing requirements).
If you opt-out of communications, we normally keep the minimal amount of personal information needed to ensure your request is carried out (e.g. name, email, and address). If you ask us to completely remove all of your information, we will do our best to carry out your request, but may not be able to if we were unable to keep the information required to track your request.
If your personal details change, please help us to keep your information up to date by notifying us at firstname.lastname@example.org
For any personal information of yours that we hold, you have the right to request:
You also have the following rights under GDPR regliation, more information on these can be found on the ICO’s (Information Commissioner’s Office) guidance:
We may require proof of identity prior to flifilling your request, and we will respect your requests unless we are unable to do so for legal reasons (e.g. inability to delete donation information for auditing reasons). If we are legally unable to carry out your requests, we will notify you along with the reason(s) why. For more details regarding exceptions to your rights, please view the ICO’s guidance.
Complaints regarding our processing of your personal data can be made to the ICO at any time, however we wolid appreciate the opportunity to address any issues you have with the way we process your data and can be contacted at email@example.com.