Girlguiding Surrey East – Little Acres Privacy Policy
Girlguiding Surrey East takes seriously the privacy of our volunteers, our county office and everyone who interacts with us. This document sets out how, at Little Acres, the Girlguiding Epsom Division property and campsite, we gather, use, disclose and manage your data.
If you have any questions about this policy, please contact us via littleacresepsom@gmail.com
Who we are
Girlguiding Epsom is part of Girlguiding, the largest charity for girls and young women in the UK. We operate in the east of Surrey, England by supporting nearly 150 volunteers to provide fun and adventure in 28 units, to more than 500 girls and young women aged 4-25.
Girlguiding Epsom is our operating name. Our charity number is 1051185.
Little Acres is Girlguiding Epsom’s property and campsite. As we are part of Girlguiding, you should also read the Privacy Notice on the national charity’s website.
What personal information do we collect and how?
Girlguiding Epsom uses personal information collected by Girlguiding, the national charity. Our volunteers are required to follow its data management policies.
Little Acres obtains personal information when you contact us about a booking of the facilities and complete an online booking form. We may also collect personal information via telephone.
We also hold some personal information about individuals who volunteer at the site. They may or may not be members of Girlguiding. We hold information about contractors who undertake work on site.
We may use or obtain the following information:
- your name, and contact details (phone, email, address);
- records of your correspondence and engagement with us;
- photographs;
- bank details;
- any other information you share. Little Acres does not collect or store any analytical information about usage of the website.
Why and how do we use your personal data?
We use personal information to administer the property and run events, for example:
- administer your booking, including advising on whether there is availability for your chosen dates;
- invitations to training and events;
- responding to enquiries periodic newsletters to members of Girlguiding Surrey East;
- appeals and fundraising activities – including requests for donations, how you can raise money on our behalf or attend or take part in a fundraising event and updates about the impact that fund raising activities have had.
You can withdraw your consent or unsubscribe from a mailing list by contacting us using the “get in touch” facility.
Legal basis for processing your personal information
We need a lawful basis to collect and use your personal data under data protection law. The lawful bases for Little Acres’ data processing are as follows:
Legitimate interests
Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, as long as its use is fair and does not adversely impact the rights of the individual concerned.
When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair. Little Acres’ legitimate interests include:
- administration and operational management, including administration of the property, responding to enquiries, and management of ?? should there be something here? Doesn’t read correctly.
Consent
If you have given your consent to receive marketing information from Girlguiding and its regional and local branches, we can contact you by email with updates and fund raising information about Little Acres.
Contract
We can collect and use personal data in order to fulfil our contract with you. This includes administering bookings and contractors.
Legal obligations
We have a legal obligation to retain financial and property records, which may include personal information.
Data held on children
Except for personal information on a young person booking the site to achieve a qualification such as a Patrol Camp Permit, we hold no information on children.
How long do we keep your personal data for?
We will only retain your personal data 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. If the data is held on the basis of consent, you are entitled to withdraw that consent at any time.
Do we share your data with other organisations?
We do not share or sell your personal information to third-party organisations for marketing, fund raising or campaigning purposes.
We share personal information:
- where we are required to do so by law, for example to law enforcement or regulatory bodies;
- where it is necessary to protect the vital interests of an individual;
- if we have obtained your consent to do should there be something else here?
How we protect your personal information
Our volunteers are required to follow policies and procedures in order to protect your personal data and prevent its loss, misuse or alteration.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Transferring your data outside Europe
Information held by Little Acres is not normally transferred outside of Europe
Automated decision making and profiling
Little Acres does not do this.
Your rights
You have the following rights:
- right of access
- right to be informed
- right to withdraw consent
- right to object
- right to restrict processing
- right of erasure
- right of rectification
- right to data portability
If you want to exercise any of the above rights, please contact Girlguiding HQ at dataprotection@girlguiding.org.uk. They will ensure your data request is applied to all parts of Girlguiding, including ourselves.
Get in touch
If you have any questions or concerns about this privacy notice or about data protection at Girlguiding Epsom please contact us at littleacresepsom@gmail.com
In addition, you are also entitled to make a complaint to the Information Commissioner’s Office (www.ico.org.uk) and the Fundraising Regulator www.fundraisingpreference.org.uk.