Active Sports Camp Limited
From 25th May 2018 the laws surrounding Data Protection Act (1998) were added to, realigned and tightened by the implementation of the EU General Data Protection Regulation (GDPR).
The following outlines the terms under which we operate:
GDPR affects all organisations that collect data.
Our business is Active Sports Camp provides ….
Data is anything about an individual; the individuals allied to ASC are the children, aged 5 to 14 years, who attend the weekly sports courses; the students, aged 14 to 16 years, who attend the leadership courses; the young adults who assist with daily routines; the young teachers and sports coaches who deliver the courses and act as Group Leaders.
GDPR requires that such data is ‘necessary’.
GDPR requires that organizations obtain ‘consent’ to acquire and process (use) the data obtained and that proof of the consent is retained.
GDPR states that data obtained should be stored appropriately to the nature of the information.
Within ASC the data it is necessary to collect is related specifically to the staging of our weekly sports and leadership courses.
The data collected will not be passed by ASC to other individuals or organizations
This will be added to the attendance register so that children can be checked in on arrival, throughout the day and at departure, in keeping with our ‘Policy & Procedures’.
This is necessary to ensure the placement of children into the correct group with others of a similar age, and also as a check that students are enlisting on the appropriate leadership course.
ASC considers this to be sensitive personal information. This information will not be disclosed to anyone other than the staff who are Group Leaders and responsible for the attendance record.
ASC will never publish dates of birth.
This is needed so that ASC can identify which school children and students attend.
This information is used solely for the purpose of marketing.
This is the most used communication method between ASC and a parent.
Via emails, a parent can be informed of any ongoing changes which may affect them. Details of future courses are sent out via email the following year only.
ASC considers this to be sensitive personal information. This information will not be disclosed to anyone else.
A parent’s email will never be included in any mailing lists and all batch emails will be Bcc’d.
With the use and ease of email, a telephone number is becoming less important but remains essential in the case of urgency; consequently, a parent’s contact telephone number is required.
An additional contact telephone number is required in the case of an emergency.
Up-to-date medication and medical conditions, such as asthma or allergies, are required so that staff can be aware of possible reactions whilst a child or student are in attendance. If such information is supplied then it will be held by the accredited First Aider, who is normally the manager.
ASC considers this to be sensitive personal information. This information will not be disclosed to anyone other than First Aiders, and the Group Leaders who are responsible for the welfare of those in their group.
Data is held for marketing the following year
Medical information is only relevant to one articular year and is deleted immediately after the course.Consent:
GDPR states that the consent must be a ‘clear affirmative action’ and that this is ‘verifiable’.
Some of the data ASC acquires is through form-filling online ….
By completing the application form and submitting, “I fully understand that by submitting this form I am allowing my child’s personal information (including date of birth) to be held by ASC
Submission of the online application forms is confirmation of the above statement.
If medical information is submitted the statement, “I fully understand that by submitting this form I am allowing my child’s personal medical information to be used by ASC Managers during my child’s participation in the week of sports.
Submission of the online application forms is confirmation of the above statement
Participation in ASC sports courses can never be conditional on a parent consenting to give such data, i.e. refusal cannot stop a child/student taking part. However, without much of the necessary data, it would be most difficult to fully participate in ASC activities.
GDPR states that an individual has the ‘right to be forgotten’.
The saving and publishing of historical records are excluded from the regulation. However, children/students/coaches/teachers/parents have the right to request any record of them be deleted from the ASC website or future ASC publications.
At ASC sports courses the manager may take photographs which will be posted on the ASC website. Children/students/coaches/teachers/parents have the right to request any image of them, where they are the focus of the image, be deleted from the ASC website or future ASC publications.
They also have the opt out of image use in the ASC online application.
GDPR is not focussed solely on electronic data. Paper records must also comply with the regulation.
The data ASC acquires of children and students from parents is securley electronially stored, During course delivery paper-forms are kept with the manager at all times, ASC Managers and group leaders will have access to electronic registers which will have on children’s personal information. The information needs to be at hand in the event of necessary parental contact concerning children and students.
GDPR requires that any statement requiring consent from children must be capable of being fully understood by a 13-year-old child.
ASC strives to make web forms, paper forms and also this document easy to read.
A comprehensive step-by-step explanation of the GDPR legislation is displayed on the webpage:
ASC is registered with Ofsted: EY407062 and Leeds City Council
The GDPR legislation in full can be viewed on the website of the Information Commissioner’s Office: https://ico.org.uk/
This is a working document particularly as ASC may introduce new courses and organizational structures requiring Data Protection update.
30th April 2019