Who we are

Derby Kids Camp (referred to as “DKC”, “we”, “us” and “our” in this notice) collects, uses and is responsible for certain personal information about you. When we do so we are responsible as a ‘controller’ of that personal information for the purposes of data protection law, including the Data Protection Act 2018 and the retained EU law version of the General Data Protection Regulation.

Purpose of this privacy notice

This privacy notice aims to give you information on how DKC collects and processes your personal information when you visit our website (www.derbykidscamp.co.uk), apply to be a volunteer with us, donate to or support us, work with us, or when a child you are responsible for is invited to one of our camps or other events.

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and the relevant supervisory authorities in the event you have a complaint.

Contact details

Our full contact details are:

Full name: Derby Kids Camp, registered charity number 510785.

Email address: info@derbykidscamp.co.uk

Postal address: 177 Hassock Lane South, Shipley, Heanor, DE75 7JE

Telephone number: 0115 877 1095

Registered Charity Number: 510785

We have appointed a data protection officer (“DPO”) who is responsible for overseeing questions in relation to this privacy notice. Our DPO is currently Chris Edwards.

If you have any questions about this privacy notice, including any requests to exercise the legal rights explained in this privacy notice, please contact the DPO using the contact details set out above.

We would appreciate the chance to deal with any concerns you may have in the first instance, but  you do have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), which is the UK supervisory authority for data protection issues (https://ico.org.uk/concerns/).

As we are a UK-registered charity, you may also wish to contact the Charity Commission (https://www.gov.uk/complain-about-charity).

Changes to this privacy notice and your personal information

We keep this privacy notice under regular review. This privacy notice was first published on 25^th May 2018 and last updated on 28^th January 2022. If you require a historic version this can be obtained by contacting us.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

What personal information do we collect about you?

Types of personal information we collect

Personal information, or personal data, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

• Identity Data includes your first name, last name, title, date of birth, gender, marital status and any username or similar identifier.
• Contact Data includes your address (including any billing address), email address and telephone numbers.
• Transaction Data includes details about payments you may make or contributions you provide to us.
• Financial Data includes any bank account and payment card details which you may make available to us.
• Technical Data includes internet protocol (IP) addresses, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating systems and platform and other technology on the devices you use to access this website.
• Application Data includes personal information in connection with your application to volunteer with us, or for you or (where you are a parent or guardian) your child to attend our camp or another event, including:
  • if you are a volunteer, the information you have provided to us in your application, which may include volunteering history, references and qualifications;
  • in relation to a child attending a camp or other event with us, this may include information about the child’s family, school and education;
  • if disclosed to us, we may also collect certain Special Category Data including information about your health and any medical conditions.
• Special Category Data includes details about your race or ethnicity, religious or philosophical beliefs and information about your health and any medical conditions.
• Profile Data includes any username or similar identifier and password, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Information collected by us

If you are a volunteer or apply to be a volunteer with us, we collect the following types of personal information when you provide it to us:

• Identity Data
• Contact Data
• Application Data
• Technical Data
• Profile Data
• Special Category Data
• Usage Data
• Marketing and Communications Data

If you donate money, support us in another way or communicate with us, we may collect the following personal information when you provide it to us:

• Identity Data
• Contact Data
• Financial Data
• Transaction Data
• Marketing and Communications Data

If you are the parent or guardian of a child invite to attend one of our camps or other events, we collect the following personal information about you and the child you are responsible for:

• Identity Data
• Contact Data
• Application Data
• Special Category Data
• Marketing and Communications Data

How is your personal information collected?

We use different methods to collect personal information from and about you, including through:

• Direct interactions: You may give us your Identity, Contact, Application, Special Category, Transaction, Financial, Profile and Marketing and Communications Data by filling in forms, meeting us or by corresponding with us by post, phone, email or otherwise. This includes personal information you provide when you:
  • Make an application to volunteer with DKC;
  • Meet us when your child is invited to attend one of our camps or other events;
  • Make a donation to us or support us in another way;
  • Subscribe to our newsletters or updates;
  • Communicate with us via social media;
  • Request marketing be sent to you;
  • Enter a competition or survey; or
  • Give us feedback.
• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal information by using cookies, server logs and other similar technologies.

Do we collect personal information about you from anyone else?

We may also obtain personal information from other sources as follows:

• If you are the parent or guardian of a child invited to attend one of our camps or events, your child’s school will have asked you to provide us with some personal information so that we can contact you, and may also provide us with some personal information about you directly so that we can contact you.
• If you are a volunteer or applying to be a volunteer, we will collect personal information about you when we contact the referees you have provided in your application.
• If you are applying to be a volunteer, we may receive Special Category Data about you when we request a Disclosure and Barring Service check as part of the application process.
• We may receive Contact, Financial and Transaction Data from PayPal, JustGiving or other providers of payment services based inside the UK or EU if you make a donation or purchase in connection with supporting us.
• We may receive Technical Data about your use of our website through Google Analytics or the use of pixel tracking.
• We may occasionally be provided with personal information from other sources such as the NHS or another healthcare provider, a local authority or emergency services provider.

How do we use your personal information?

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you – this means that we have agreed with you that we will do something, or that you will do something, and we will need to use your personal information in order to fulfil that agreement.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests – this means in the interests of DKC in conducting and managing our activities as an organisation to enable us to give you the best and most secure experience, however you are dealing with us. We make sure we consider and balance any potential impact on you (positive or negative) and your rights before we process your personal information for our legitimate interests. We do not use your personal information where our interests are overridden by the impact on you (unless we have your consent or are otherwise permitted or required to by law). You can find out more about how we assess our legitimate interests against any impact on you by contacting us.
• Where we need to comply with a legal or regulatory obligation – this means processing your personal information where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Generally we do not rely on consent as a legal basis for processing your personal information other than in relation to asking your permission to allow third parties to send direct marketing communications to you via email or text message (which we don’t currently do). You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal information:

We have set out below, in a table format, a description of the ways in which we plan to use your personal information, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal information for more than one lawful ground depending on the specific purpose for which we are using it. Please contact us if you need details about the specific legal ground we are relying on where more than one has been set out in the table or if you would like to understand more about how we use your personal information.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions which will include: (a) Manage payments, fees and charges (b) Collect and recover money owed	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to process donations)
To consider your application to be a volunteer with us	(a) Identity (b) Contact (c) Special Categories of Personal Data (d) Application Data	(a) Necessary for our legitimate interests in carrying out volunteer recruitment and background activities (b) Necessary to comply with a legal obligation
To consider the recommendation to take you, or your child (where you are a parent or legal guardian) on one of our camps or other events, and to facilitate that camp or event	(a) Identity (b) Contact (c) Special Category Data (d) Application Data	(a) Necessary for our legitimate interests in determining whether you, or your child, should attend one of our summer camps and undertaking appropriate risk management and background activities (b) Necessary to comply with a legal obligation
To provide the services that you have requested	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey	(a) Identity (b) Contact (c) Profile (d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how you interact with us and your experience of our organisation)
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how you interact with us and your experience of our organisation, to develop and grow our organisation based on feedback and research)
To administer and protect our organisation and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of any reorganisation or restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical	Necessary for our legitimate interests (to study how you interact with us and your experience of our organisation, to grow our organisation and to inform our marketing strategy)
To use data analytics to improve our website, marketing, user relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to keep our website updated and relevant, to develop our organisation and to inform our marketing and management strategy)
To comply with and demonstrate compliance with best practice and applicable laws; to assess your fitness to work with us; and to make any reasonable adjustments to your role	(a) Identity (b) Contact (c) Special Categories of Personal Data (d) Application Data	Necessary for the purposes of carrying out the obligations and exercising specific rights in the field of employment law

How do we use your special category data?

We will use your Special Category Data in the following ways:

• We will use information about any potential criminal offences and the results of a Disclosure and Barring Service check to determine whether to invite you to volunteer with us
• We will use information about your health and any medical conditions to assess whether any adjustments need to be made for your attendance at one of our camps or other events, and to identify any difficulties you may encounter if attending one of our summer camps.
• We will use information about your health and any medical conditions to provide or facilitate the appropriate provision of first aid or emergency medical treatment in the event that you require this whilst attending one of our camps or other events.

Children and Young People

We realise and understand that children and young people under 18 (“minors”) may visit our website or attempt to contact us by other means. It is our policy:

• that if you are under 16 years old and wish to use this site or contact us in any way, we ask you to please get your parent or guardian to do so on your behalf;
• to encourage all minors to consult with their parents or legal guardian before submitting any volunteer application to us. Minors who submit a volunteer application to us may be required to have their application signed by a parent or guardian so that we can verify parental consent;
• not to make a minor’s participation in our activity contingent on the minor disclosing any more personal information than is reasonably necessary;
• not to actively market to minors; and
• not to use (or pass to any third party) personal information on persons known to be minors for any commercial purposes.

Parents or legal guardians should supervise minors when online and we recommend parental control tools be put in place.

Marketing

We aim to provide you with choices regarding certain uses of your personal information, particularly around marketing and advertising. You can change your preferences or ask us to stop sending you direct marketing at any time by contacting us.

You can also ask us to stop sending you marketing messages at any time by following the opt-out link on any message sent to you. If you do this, this will not apply to personal information provided to us as a result of your application to DKC, or your supporting us in any other way.

We do not share any personal information with third party marketers.

Cookies

Our website uses cookies to manage how our website works, however these cookies do not contain any personal information.

A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

Any time you use our website, such use will be subject to cookies unless you reject them.

When you first visit our website, you are given the opportunity to decide whether you would like to allow our website to set these cookies on your device.

You can also set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies.  For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.  Blocking all cookies will, however, have a negative impact upon the usability of many websites, including this one.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Do we share your personal data with anyone else?

We may sometimes share Aggregated Data with grant making bodies or similar organisations, but you will not be identifiable from the information we share.

We also use third party service providers acting as processors based in the United Kingdom who provide us with IT and system administration services.

We also use Google Forms to receive volunteer applications. Google Forms is operated by Google LLC, which is based outside the UK and the EU but which maintains appropriate privacy and security measures to comply with relevant data protection laws, including those in the UK.

We share personal information with Mailchimp in order to send email communications, including marketing communications. Mailchimp is based in the US, but complies with data protection law in the UK and EU by entering into legally binding standard contractual terms governing its use of data.

If you would like to see a full list of the third parties with whom we may share your personal data, please contact us by email or by writing to us at the contact details set out at the end of this privacy notice.

We may share personal information with HM Revenue & Customs, law enforcement, regulators or other authorities if this is required by applicable law or where we have a duty of care to do so.

We will not share your personal information with any other third party.

Do you have to provide us with your personal data?

If you are a volunteer with us, or are applying to be a volunteer with us, you have to provide the personal data that we request so that we can consider your application and whether you are a suitable volunteer. We also need to keep this information because we have safeguarding obligations in relation to both your welfare and that of any children attending our summer camps.

If you are the parent or guardian of a child, or a child who has been, invited to one of our summer camps, you have to provide the personal data which we request in order to ensure we are able to take your child on our summer camp and look after them appropriately, including identifying whether your child will have any particular needs or requirements whilst on one our summer camps. We also need this information because we need to keep a record of the children on our camps for safeguarding purposes.  

Where we need to collect personalised information by law, or under the terms of a contract we have with you (including where you have applied to be a volunteer with us or where we have offered a place on one of our camps or other events), and you fail to provide the personal information requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to decline your application or place on one of our camps or events. If this is the case, we will notify you that this is the case at the time.

How long will we keep your personal information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

If you are a volunteer:

• We will keep a record of the personal information which you provide to us for all of the time in which you are a volunteer with us.
• If you stop being a volunteer with us, we will keep a limited set of your personal information which allows us to identify who you are, when and where you have been a volunteer with us and any significant incidents which have taken place whilst you were a volunteer. We will also keep a limited set of Identity and Contact Data so that we can contact you if we need to as part of any safeguarding or similar investigation.

If you are applying to be a volunteer:

• We may keep a record of the fact that you have applied to be a volunteer with us, even if you are not successful. We will keep enough personal information to identify you uniquely if you apply to be a volunteer again, and, if you are unsuccessful, a record of why you were not accepted as a volunteer.
• If you do volunteer with us, we will retain your personal information for the duration of your time as a volunteer with us. If you stop volunteering with us or do not reapply to volunteer with us when our application process opens for the next year we will retain your Identity, Contact and Profile Data for safeguarding purposes and so that we can contact you if necessary as part of any safeguarding investigation.

If you are a donor or supporter:

• We will hold Identity, Contact and Transaction Data for the period we are required to retain this information by applicable UK tax law (currently 6 years).

If you are the parent or guardian of a child, or a child who has been, invited to one of our camps or other events:

• We will keep a record of the personal information which you provide to us for all of the time in which the child you are responsible for, or you if you have been invited to one of our camps or events, is attending one of our camps or events.
• If the child you are responsible for, or you if you have been invited to one of our camps or events, choose not to accept the invitation, we will not keep any personal information which you have provided except the name and school of the child who is not attending so that they are not invited multiple times.
• We are required to retain records of all children who attend our camps and events for safeguarding purposes. We keep Identity, Contact and some Special Category Data relating to you and the child you are responsible for to satisfy this requirement, and do not keep any personal information which is not required.

You can request further details regarding the different periods of time for which we retain different personal information by contacting us using the contact details set out at the end of this privacy notice.

In some circumstances you can ask us to delete your personal information: see What are your rights? below for further information.

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely.

We use Google Workspace to store volunteer and service user data. Google Workspace is operated by Google LLC, which is based outside the UK and the EU but which maintains appropriate privacy and security measures to comply with relevant data protection laws, including those in the UK.

What are your rights?

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, these include rights to:

• Access your personal information and to certain other supplementary information that this Privacy Notice is already designed to address – This means that you are entitled to request a copy of all of the personal information which we hold about you so that you can check we are lawfully processing it.
• Require us to correct any mistakes in your information which we hold – You can ask us to correct any incomplete or inaccurate personal information about you.
• Require the erasure of personal information concerning you in certain situations – In some circumstances you can ask us to delete or remove personal information about you if we do not have a good reason to continue processing it. If we have a specific reason that we are unable to delete some or all of your personal information we will notify you of this.
• Receive the personal information concerning you which you have provided to us and have the right to transmit that data to a third party in certain situations – You can request the transfer of your personal information to a third party. This only applies to certain types of information.
• Object at any time to processing of personal information concerning you for direct marketing – You can object to us using your personal information for direct marketing purposes, such as where we are sending you email newsletters or updates.
• Object in certain other situations to our continued processing of your personal information – You can object to us using your personal information in other circumstances if you believe our processing impacts on your fundamental rights and freedoms. In some cases we may have a legitimate reason for processing which overrides your rights and freedoms.
• Otherwise restrict our processing of your personal information in certain circumstances – You can ask us to suspend processing your personal information in certain circumstances. This means that we may continue to hold your personal information, but we will not do anything with it.
• Withdraw consent at any time – Where our basis for processing your personal information is that you have given your consent, you may withdraw this at any time.

We will respond to any request to exercise your rights within one month. If your request is complicated or you have made several requests, we may take longer than this. We will notify you if we are going to take longer than one month to deal with your request.

You will not usually have to pay a fee to access your personal information or exercise any of your rights, but we may charge a reasonable fee to cover our administrative costs or refuse to comply with your request if it is clearly unfounded, repetitive or excessive.

If you would like to exercise any of those rights, please:

• Email, call or write to the DPO at;
  Email address: info@derbykidscamp.co.uk
  Telephone number: 01332 498558
  Address: 177 Hassock Lane South, Shipley, Heanor, DE75 7JE
• Let us have enough information to identify you (eg your name and your connection to DKC);
• Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
• Let us know the information to which your request relates.

If you would like to unsubscribe from any email newsletter you can also click on the ‘unsubscribe’ button at the bottoms of the email newsletter.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

How do we keep your information secure?

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way, including internal policies setting out how we should access personal information and secure, auditable systems for the storage of your personal information. We limit access to your personal information to those within DKC who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator such as the ICO of a suspected data security breach where we are legally required to do so.

Do we transfer your information to any other countries?

Some of our external third parties may be based outside of the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is attached to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the ICO.
• Where we use certain service providers, we may use specific countries approved by the ICO which give personal data the same protection it has in the UK.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal information the same protection that it has in the UK.

At present, our only external third parties based outside of the UK are Google LLC and Mailchimp, both based in the US.

Google Forms and Google Analytics are operated by Google LLC, which is based outside the UK and the EU but which maintains appropriate privacy and security measures to comply with relevant data protection laws, including those in the UK.

Mailchimp maintains compliance with data protection law by entering into specific contractual terms which require them to comply with data protection laws in the UK and EU.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

DERBY KIDS CAMP

REGISTERED CHARITY NUMBER: 510785