My Child is at a Camp/Mission
CAMPS
What information do you ask for?
When you apply for your child to go to a camp, you fill in an online Booking Form with their name, date of birth, age, address and your contact details (email and/or phone depending on how you want us to get in touch with you).
To confirm a place on the camp, we will also need an online consent form to be completed. We will ask for some special data about your child, giving us more detailed information on dietary/health issues or special needs they have which may impact their time at camp. This is also where you will give us permission for any special activities and permission to have their photograph/video taken and used in SU publicity. You will also give us your emergency contact details, in case we need to phone you while your child is 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 camp well – to ensure we have adequate venues and numbers of leaders, to keep in touch with you before the camp, to put the children into groups, to make bookings for activities and make plans. During camp we will use the information you give us to ensure your child stays well and is properly fed. And if we need to contact you while your child is at camp, then we will use your emergency contact details.
Who do you share this information with?
Our Camps and Mission staff will give your child’s information to the relevant camp leader and secretary who will use them to plan the camp well. The camp leader will only share your child’s information with other leaders as necessary, for example to tell those doing the catering if there are allergy issues or to make sure the first aiders know if your child needs inhalers with them. We don’t share your child’s information with other campers or their parents/guardians.
How is it kept secure?
Your child’s information is held securely by JotForm and EventBrite and can only be accessed by relevant staff. Any printed copies of information the camp leader needs will be locked securely before camp. During camp personal information will be kept secure but handy, in case the leader needs to contact you.
How long to you retain this information once camp is over?
Once camp is over and any follow up is completed, we won’t be processing the information in any way so we don’t need to keep it any longer. The camp secretary and camp leader will return any hard copies of personal information to SUNI centrally. Copies of all the online forms will be saved to our secure server. We don’t process your information any more, but each year’s forms are archived for insurance purposes. Unless there is a legal reason to do so, they will not accessed again. We will then ask JotForm and EventBrite to delete all the forms when the summer is over.
MISSIONS
What information do you ask for?
When you register your child at a mission, you will fill in an online Registration form giving us your child’s name, date of birth, year at school, address(es), details of any relevant health issues or special needs, yourname and email, two emergency contact details, and a record of whether or not you give your child permission to walk home alone and permission to have their photograph/video taken and used in SU publicity. We use the JotForm platform for mission registration (see our Third parties section for more information on JotForm).
Why do you need this information?
We need this information to run an enjoyable, safe mission – to make sure we have adequate facilities and numbers of leaders, to put the children into groups, to plan activities, and to make sure we know who has permission to walk home alone. By giving us relevant information on health and special needs, we can endeavour to make sure your child stays well and can participate as fully as possible in the activities planned. If we need to contact you during the mission, then we will use the emergency contact details you give us. Many missions will also use the information on the Registration forms to make Attendance Cards for each group with the children’s names on to check children in and out of each session during the mission.
Who do you share my information with?
The Team and Section leaders will have access to the Registration forms and keep them securely. Section leaders will need to have a list of any names and possible health issues relating to any children in their section. Team and Section leaders will only share information as necessary – for example, making sure your child’s group leader knows they are allergic to nuts. They won’t share personal information with other children or parents/guardians. Any Attendance Cards will be used by the group leaders to keep a record of who comes to each session during the mission.
How is it kept secure?
Forms are held securely by JotForm and can only be accessed by relevant staff and the appropriate mission team or section leaders. During the mission the Section leader will keep printouts of relevant information with them in a secure place, so that they can phone you at any time if they need to do so.
How long to you retain this information once the mission is over?
Once the mission is over and any follow up is completed, we won’t be processing this information any further. Copies of all the Registration forms will be saved to our secure server. We don’t process your information any more, but each year’s forms are archived for insurance purposes. Unless there is a legal reason to do so, they will not accessed again. The Team Leader will bring any Attendance Cards to the SUNI office. We keep them locked in the office, and then about once a year they are taken to Morgan Document Security (for more information on Morgans see our Third parties section) to be stored securely for at least 50 years and then destroyed. We will then ask JotForm to delete all the forms when the summer is over.