Privacy policy

What is Personal Data?

Personal data relates to any living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the GDPR (General Data Protection Regulation), the DPA (Data Protection Act) and the PECR (Privacy and Electronic Communications Regulations).

Who are we?

Chamboree on behalf of Cheshire County Scout Council (“Cheshire Scouts”) is the Data Controller. This means Chamboree decides how your personal data is processed and for what purposes.

Who does this policy relate to?

This Privacy Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with Chamboree.

How do we process your data?

Chamboree complies with its obligations under the GDPR, DPA and PECR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes:

• To enable us to provide a voluntary service for the benefit of members of World Scout Organisation Movements and World Association of Girl Scouts and Girl Guides;
• To administer records for those attending Chamboree;
• To fundraise and promote the interests of Chamboree;
• To manage our volunteers and contractors;
• To maintain our own accounts and records;
• To inform you of news, events and activities pertaining to Chamboree;
• We may share your contact details with the Cheshire Scouts, The Scout Association and Girlguiding UK upon their request.

What is the legal basis for processing your personal data?

• Explicit consent of the data subject so that we can keep you informed about news, events, activities and keep you informed about Chamboree.
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
• Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:
  • The processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
  • There is no disclosure to a third party without consent.

Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Chamboree team in order to carry out a service to other Camp members or for purposes connected with the Chamboree. We will only share your data with third parties outside of Chamboree, Cheshire Scouts, The Scout Association or Girlguiding UK with your consent.

How long do we keep your personal data?

We keep all personal data related to all campers/visitors/staff for a maximum of six months post Chamboree with the exception of Photographs and Video which will be held to assist in promoting future Jamboree events and for marketing purposes by Cheshire Scouts. This will then be destroyed except for Group Leaders, Staff and Contractors e-mail details and will automatically join the mailing list for the Chamboree.

Unless subject to an exemption under the GPDR you have the following rights with respect to your personal data:

• The right to request a copy of personal data which Chamboree holds about you;
• The right to request that the Chamboree corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for Chamboree to retain such data;
• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
• The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
• The right to lodge a complaint with the Information Commissioners Office.

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. Contact Details To exercise all relevant rights, queries of complaints please in the first instance contact the organisers at [email protected]

1. The information we collect The only circumstances in which we will provide any of your personal data to a third party for noncommercial purposes are those contained in this Privacy Policy.

2. Registration information When you register with www.chamboree.org.uk, we ask for some personal details such as name, email address and postcode. We usually also capture your IP address at the time you register.

3. Sharing of data We do not store credit card details nor do we share customer details with any third parties with regard to any payment you make to Chamboree.

4. Advertising www.chamboree.org.uk may include interactive advertising for other businesses as part of the site operation. We may use, and provide to third parties, your contact details if you have given us permission to do so.

5. Legal jurisdiction All personal information and details held on and processed by computers situated in the United Kingdom or within Europe.

6. Further information www.chamboree.org.uk will, as part of its normal operation, send out information emails. Members can decide to ask for these emails as they register.

7. Disclosure of data by order of a Court and Security We reserve the right to communicate a user’s personal information as we hold to third parties who are empowered by regulation, statute or order of a court. We have security measures in place to protect our customer database. Access to this database is restricted internally.However, it remains each user’s responsibility:

• to keep their password secret
• to protect against unauthorised access to your personal details
• to log off from the Chamboree booking system when not using it; and
• to ensure against use by anyone else of the Chamboree booking system through the machine that users use while they are “logged on” to it
• to search and obtain only the data specifically required and allowed for relating to their role.

8. Use of cookies by Chamboree Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. You can read more about the Cookies we use via the message that appears when you first visit our website – you can visit this again at any time by clicking the black icon that appears at the bottom left-hand corner of your screen.

9. The Data Protection Act 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.

10. Contacting www.chamboree.org.uk If you want to contact us to raise any questions about this privacy statement you can contact us using this email address: [email protected] Please use this address if you wish to request from us a copy of the personal data we hold about you. Please note that under English law we are entitled to charge you a fee for providing this service.