Our privacy policy
Squirrel Wood respects your privacy. This policy explains how we collect, use and protect personal information when you contact us, make a booking, visit the campsite or enquire about volunteering.
Who we are
Squirrel Wood is a Scout campsite operated by Doncaster Danum Scouts.
Data controller: Doncaster Danum Scouts
Our privacy contact is Glynis Robinson. You can contact her through:
Email: squirrelwood@doncasterscouts.org.uk
Post: Squirrel Wood Scout Campsite, The Abbes Walk, Burghwallis, Doncaster, DN6 9JQ
Information we collect
We collect information you provide through our website, booking system, email, telephone or during your visit. A group leader may also provide information on behalf of their group.
This may include:
- Names, email addresses and telephone numbers
- Group or organisation details
- Booking dates, accommodation, activities and equipment requests
- Correspondence and booking references
- Emergency contact names and telephone numbers
- Attendance lists
- Activity permission forms and declarations
- Invoice and payment records
- Incident reports
- Information relating to complaints or volunteering enquiries
- Technical information, such as IP addresses and website usage data
We do not request or retain routine health information as part of campsite bookings. Incident reports may contain information about an injury or treatment where this is necessary to record what happened.
Please provide only information relevant to your enquiry. Avoid sending sensitive information about young people through the general contact form.
If you provide information about other people, please make them, or their parents and carers where appropriate, aware of this policy.
How we use your information
We use personal information to:
- Respond to enquiries and communicate with visitors
- Process booking requests and manage stays
- Arrange accommodation, activities, equipment and instructors
- Maintain attendance records and emergency contacts
- Check activity permissions
- Manage invoices, payments and accounts
- Record and respond to incidents
- Handle complaints and volunteering enquiries
- Maintain website security and understand how our website is used
Some information is necessary to administer a booking or run an activity. If it is not provided, we may be unable to complete the booking or allow participation.
Our legal reasons for using information
Our proposed lawful bases are:
Contract
To arrange and deliver a booking where we have a contract with the individual concerned, or where they ask us to take steps before entering that contract.
Legitimate interests
To communicate with group representatives, manage enquiries and bookings, maintain attendance and emergency contact records, handle complaints and support safe campsite operations. Our interests are providing an effective campsite service, protecting visitors and volunteers and resolving concerns.
Legal obligation
Where particular records must be maintained or information disclosed to meet an applicable legal requirement.
Consent
Where consent is required for a particular use, we explain that use separately. Consent can be withdrawn by contacting us. Accepting this policy does not give blanket consent for unrelated uses of your information.
These bases must be checked against our actual processing arrangements before publication. Where incident reports contain health information, or shooting declarations contain criminal offence information, the applicable additional legal condition must also be recorded and explained.
Who we share information with
Authorised campsite and District volunteers can access information where they need it to manage an enquiry, booking, visit or incident.
We use Online Scout Manager to support our booking arrangements. Providers supporting our website, forms, email and other services may also process information on our behalf.
Where necessary and lawful, information may be shared with emergency services, safeguarding authorities, insurers or professional advisers.
We do not sell personal information.
We do not intentionally transfer personal information outside the UK. We must also check our service providers’ hosting and support arrangements before confirming whether any international transfers take place.
How long we keep information
Booking information is retained for 36 months. We need to confirm whether this period runs from the end of the visit, cancellation or closure of the booking.
Certain other records are retained for seven years.
Information is securely deleted or anonymised when its retention period ends, unless a specific legal, safeguarding, insurance or unresolved complaint matter requires it to be retained longer.
Keeping information secure
We use appropriate technical and organisational measures to protect personal information. Access is limited to authorised people who need the information for their role.
Please contact us promptly if you believe information has been lost, disclosed to the wrong person or used inappropriately.
Cookies and website analytics
Our website uses functional cookies to support its operation and tracking technologies to analyse website use.
Where consent is required, optional tracking must only operate after that consent has been given. Visitors must be able to withdraw consent through the website’s cookie controls.
You can also manage cookies through your browser, although disabling some cookies may affect website functionality.
Embedded services and external links
Our website includes services such as maps and booking calendars. Their providers may process technical information when you interact with them.
External websites have their own privacy policies. Please review those policies when following links or using third party services.
Your data protection rights
Depending on the circumstances and the lawful basis used, you may have the right to:
- Access your personal information
- Correct inaccurate or incomplete information
- Request deletion
- Restrict how information is used
- Receive a portable copy of certain information
- Withdraw consent where processing relies on it
You may also have the right to object to processing based on legitimate interests.
To make a request, email squirrelwood@doncasterscouts.org.uk. We may need to verify your identity before responding.
Privacy questions and complaints
Please contact Glynis Robinson through squirrelwood@doncasterscouts.org.uk if you have a question or concern about how we use your information.
You also have the right to complain to the Information Commissioner’s Office:
Visit the ICO complaints website
Changes to this policy
We will update this policy when our services or information handling arrangements change. The date at the top shows when it was last updated.
