1. Introduction
We are committed to protecting the information we hold about you. This privacy notice describes how, when and why we, at Breconshire Award Scheme Group, may use your information, as well as your rights relating to that information.
This privacy notice also explains how others will use your personal information (referred to as ‘personal data’ in this privacy notice). Please see section 6 ‘Who we will share your information with’ for more information on this.
2. Information we hold about you
Information we hold about you will come from you directly when you enrol onto the Duke of Edinburg’s Award with us and come away on expedition with us. That information will include the following:
- Your personal details (for example, your name and date of birth, gender, primary language)
- Your contact details (for example, your postal address, landline or mobile number, email address)
- Your emergency contact’s details and their relationship to you, as well as your doctor’s contact details
- Any medical conditions, allergies or disabilities you have that might impact your ability to take part in the activities specified in the Award.
3. What we use your information for and the legal basis for doing so
We must have a legal basis (lawful reason) to process your personal data. In most cases, the legal basis will be the following:
To allow us to take actions that are necessary for us to support you to achieve your Duke of Edinburgh’s Award.
When you enrol, you consent to sharing your data with us and therefore we have your permission to use your personal data.
4. Sensitive personal data
Breconshire Award Scheme Group will only request sensitive personal data in relation to your health from you so that we can provide you with the best possible care should we need to. We will ensure that it is secure and that your data is processed in accordance with all relevant data protection legislation
eDofE (which is a separate system operated by the DofE organisation) will ask you for some sensitive personal data when you log in for the first time. We (BASG) will not request other sensitive personal data from you such as political opinions, membership of trade unions, criminal convictions, sexual orientation etc., and therefore do not store this on our own systems, however we do have access to it through eDofE and do not use it as part of our DofE delivery.
5. Our messages to you
We will communicate with you by email and WhatsApp messages about specific Breconshire Award Scheme Group Activities.
These messages will be:
- to help you manage your eDofE account, such as resetting your password
- to support you to progress in completing your Award
- to keep you informed about training and events such as expeditions or volunteering or residential opportunities.
6. Who we will share your information with
We will keep your information confidential and use your name, date of birth and email address to create your eDofE account. The Duke of Edinburgh’s Award organisation then host all the data you provide (and who also have to keep it secure and confidential) as part of signing up on eDofE. They will send you email communications and welcome packs. Their Privacy Statement is found here: Privacy Statement – The Duke of Edinburgh’s Award (dofe.org)
We do not share your personal data with other third parties, unless we have identified a safeguarding concern or medical emergency, in which case we are obligated to disclose only critical information with relevant third parties.
7. Keeping your information
We will keep your personal data for as long as you continue engaging with Breconshire Award Scheme Group activities. The Duke of Edinburgh’s eDofE app is separate to our records and will have different timescales around holding your information. You should check their privacy information to determine this (see link in Section 6.).
If we do not hear from you for a period of 12 months we will endeavour to contact you, and, unless you respond within the next three months, your personal data will be archived until you are 25 years of age whereupon we will delete your data.
We may have to keep some personal data on record for longer to comply with health and safety legislation.
8. Your rights
You have certain rights relating to your personal data. These include the right to:
- ask for a copy of the personal data we hold about you
- ask us to give you (or a third party chosen by you) an electronic copy of the personal data you have given us
- ask us to correct personal data we hold
- restrict how we use your personal data
- ask us to delete personal data; and
- object to particular ways we are using your personal
Your ability to exercise these rights will depend on a number of factors, and in some instances we will not be able to agree to your request (for example, if we have a legitimate reason for not doing so or the right doesn’t apply to the particular information we hold about you). If you would like more information on your rights, or want to exercise them, you can do so by contacting us at [email protected].
If any of your personal data changes or is incorrect, please contact us.
9. How to contact us
If you require further information on our privacy notice, please email us via [email protected].
If you would like more information on your rights, or want to exercise them, please email us via [email protected].
Breconshire Award Scheme Group is the ‘data controller’ for your personal data. This means we are responsible for deciding how we can use your personal data.
We are committed to working with you to settle any complaint or concern about privacy. If you are not happy with how we have dealt with your complaint or concern, you can complain to the data protection authority of the United Kingdom using their website at https://ico.org.uk.
10. Changes to our privacy notice
You can ask us for a copy of this privacy notice using the contact details set out above. We may change or update this privacy notice from time to time.
If changes to this privacy notice will have a major effect on what we do with your personal data or on you personally, we will give you enough notice to allow you to exercise your rights (for example, to object to the processing).