Data Protection Privacy Notice
Issue 3.0 – January 2026
1. About Us Blackhills Scout Campsite is owned and managed by Bradford North and Bradford South Scout Districts. We are the "Data Controller" for the personal information we process.
2. Reasons and Purposes for Processing We process personal information to enable us to:
Provide a voluntary service for the benefit of the public as specified in our constitution.
Manage our Volunteers and employees or contractors.
Maintain our own accounts and records.
Manage campsite bookings and organise events on behalf of Bradford North and South Scout Districts.
Maintain the security of our property and premises using CCTV.
3. Types of Information We Process - We process information relevant to the purposes above, which includes:
Personal Details: Names, addresses, phone numbers, and email addresses.
Booking Information: Details of attendees to the site as part of bookings.
Vetting Details: Disclosure and Barring Service (DBS) details in respect of adults visiting the site.
Financial Information: Bank details of employees/volunteers for payments, and bank/card details of individuals or organisations for site facility payments.
Visual Images: CCTV images, personal appearance, and behaviours for crime prevention and security.
4. Data Retention (Updated for 2025/2026) We do not keep personal data longer than is necessary. Our standard retention periods are:
Booking and Attendance Records: Retained for 3 years following the date of the visit.
Financial and Accounting Records: Retained for 7 years to comply with UK tax and audit legislation.
CCTV Footage: Automatically overwritten every 30 days unless required for an active investigation or legal proceeding.
Safeguarding and Accident Information: Retained in accordance with the statutory requirements and The Scout Association’s national safeguarding policies and insurance requirements.
5. Who We Share Information With Where necessary or required by law, we may share information with:
The individuals themselves or their family/representatives.
Financial organisations for payment processing.
Local and central government, including Emergency and Security services (e.g., Police).
The Scout Association and other voluntary/charitable organisations.
6. Your Rights and Data Access Under current UK data protection law (including the Data Use and Access Act 2025), you have the following rights:
Right of Access: You may request a copy of the personal information we hold about you by emailing gdpr@blackhillscampsite.org.uk. We will respond within 30 days. Please note we may "stop the clock" on this 30-day period if we require further information from you to verify your identity or clarify your request.
Right to Erasure: You may request that we delete your data. We will consider each request on a case-by-case basis; however, statutory obligations regarding safeguarding and vetting may prevent us from fully erasing certain data.
Right to Rectification: If you believe the data we hold is inaccurate, you may email us to have it corrected.
7. Photography Policy - We take photographs and videos of events and activities held at our site.
General Media: During events, pictures (still and moving) may be taken by our media team or the public. These may be used in Scout publications, local newspapers, or websites.
Promotional Use: We will seek your specific, active permission if we wish to use your or your child’s picture in any promotional or advertising material.
Consent through Attendance: Attendance at an event signifies consent for pictures to be used in line with the above. If you have specific concerns, please contact the event/activity manager.
8. How to Complain If you have a concern about our data practices, you should first contact the Management Committee Secretary at gdpr@blackhillscampsite.org.uk. If we cannot resolve your concern, you have the right to lodge a complaint with the Information Commission (formerly the ICO).