I’m a Camper
What information do you ask for?
When you book a camp, your parent/guardian will fill in an online Booking Form with your name, date of birth, age, address and their contact details (email and/or phone depending on how they want us to get in touch).
To confirm your place on a camp, we will need a consent form to be completed and returned. We will ask for some special data, giving us more detailed information about you, including any food you can’t eat, any healthissues you have and any special needs you have which we might need to be aware of to make sure you have a great camp. This form is also where your parent/guardian will give us their permission for any special activities and permission for us to take photos/videos which may be used in SU publicity. This is also where they will give us emergency contact details in case we need to phone someone while you’re at camp. We use the EventBrite and JotForm platforms for camp applications (see our Third parties section for more information on EventBrite and JotForm).
Why do you need this information?
We need this information to run a great camp – to make sure we have enough places at the camp, to keep in touch with you before camp so you know what to bring etc, to put you into groups, to make bookings for activities and to work out how we get everyone on outings. When you are at camp activities we will use your information to make sure you stay healthy and happy! For example, if you don’t tell us that you are allergic to dairy products then you might arrive at camp and discover you can’t eat anything for dinner, which wouldn’t be much fun. If we need to phone someone while you’re at camp, then we will use your emergency contact details.
Who do you tell my information to?
Our Camps and Mission staff will give your information to the relevant camp leader and secretary who will use them to plan the camp well. The camp leader will only share your information with other leaders as necessary. For example, the camp leader would need to tell the cooks about any foods you can’t eat so you don’t go hungry or have an allergic reaction, and the person in charge of first aid would need to know about any health issues you have (e.g. that you need inhalers) so you stay well at camp. We don’t share your personal information with other campers or their parents/guardians.
How do you look after my information?
Your information is held securely by JotForm and EventBrite and can only be accessed by relevant staff and team leaders. Any printed copies of information your camp leader needs will be locked securely before camp. During camp your information will be kept secure but handy, in case the leader needs to contact your parents/guardians.
What do you do when camp is over?
Once camp is over and any follow up has been completed, we won’t be doing anything more with your information so we don’t need to keep it any longer. Your camp secretary and camp leader will send any hard copies of personal information to us at SUNI. Copies of all the online forms will be saved to our secure server. We don’t use your information any more, but each year’s forms are archived (that means stored for a long time in a secure place) because the people who provide our insurance cover ask us to keep these records for many years. Unless there is a legal reason to do so, they will not be looked at again. We will then ask JotForm and EventBrite to delete all the forms when the summer is over.