Privacy Notice and Data Protection Policy
Unity 2026 takes the issue of privacy very seriously and is committed to protecting and respecting our users' privacy online. This Data Protection Policy and Privacy Notice sets out our current data processing practices and should be read in conjunction with our terms and conditions. If you have any queries or concerns regarding these practices, you should contact us at unity@girlguidingstaffordshire.org.uk
Unity 2026 has the discretion to update this data protection policy and privacy notice at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.
By using this Site, you signify your acceptance of this policy and terms of service. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.
Data Protection Policy
What is personal data?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
Who are we?
Unity 2026 on behalf of Girlguiding Staffordshire is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
Unity 2026 complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:Enable us to provide a voluntary service for the benefit of members of the World Association of Girl Scouts and Girl Guides
To administer records for those attending Unity 2026;
To fundraise and promote the interests of Unity 2026;
To manage our volunteers (Staff & Service Team) and contractors;
To maintain our own accounts and records;
To inform you of news, events and activities pertaining to Unity 2026;
We may share your contact details with Girlguiding Staffordshire or Girlguiding upon their request.
What is the legal basis for processing your personal data?
Explicit consent of the data subject so that we can keep you informed about news, events, activities and keep you informed about Unity 2026.
Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:
the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
there is no disclosure to a third party without consent.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Unity 2026 team in order to carry out a service to other Camp members or for purposes connected with Unity 2026. We will only share your data with third parties outside of Unity 2026, Girlguiding Staffordshire or Girlguiding with your consent.
How long do we keep your personal data?
We keep all personal data related to all campers/visitors/staff for a maximum of six months post Unity 2026, with the exception of Photographs and Video which will be held to assist in promoting future Unity or other Girlguiding Staffordshire events and for marketing purposes. This will then be destroyed except for Group Leaders, Staff and Contractors e-mail details and will automatically join the mailing list for the next Unity.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
The right to request a copy of personal data which Unity 2026 holds about you;
The right to request that Unity corrects any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary for Unity 2026 to retain such data;
The right to withdraw your consent to the processing at any time
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
The right to lodge a complaint with the Information Commissioners Office.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact Unity 2026 at unity@girlguidingstaffordshire.org.uk
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Privacy Notice
The information we collect
The only circumstances in which we will provide any of your personal data to a third party for noncommercial purposes are those contained in this Privacy Notice.
Registration information
When you register with Unity 2026 website, we ask for some personal details such as name, email address and postcode. We usually also capture your IP address at the time you register.
Sharing of data
We do not store credit card details nor do we share customer details with any third parties with regard to any payment you make to Unity 2026.
Advertising
Unity 2026 website may include interactive advertising for other businesses as part of the site operation. We may use, and provide to third parties, your contact details if you have given us permission to do so.
Legal jurisdiction
All personal information and details held on and processed by computers situated in the United Kingdom or within Europe.
Further information
Unity 2026 will, as part of its normal operation, send out information emails. Members can decide to ask for these emails as they register.
Disclosure of data by order of a Court and Security
We reserve the right to communicate a user's personal information as we hold to third parties who are empowered by regulation, statute or order of a court. We have security measures in place to protect our customer database. Access to this database is restricted internally. However, it remains each user's responsibility:
To keep their password secret
to protect against unauthorised access to your personal details
to log off from the Unity 2026 booking system when not using it
to ensure against use by anyone else of the Unity 2026 booking system through the machine that users use while they are "logged on" to it
to search and obtain only the data specifically required and allowed for relating to their role.
Use of cookies by Unity 2026
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
We use cookies to improve visitors web experience and help Unity track visits to the website. Cookies are also used in conjunction with Facebook and YouTube where we have embedded these functions into our website which may set cookies on your computer when you click on these features.
You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
The Data Protection act
You can obtain further information about data protection laws by visiting the Information Commissioner's website at http://ico.org.uk/for_organisations/data_protection.
Contacting Unity 2026
If you want to contact us to raise any questions about this privacy statement you can contact us using this email address: unity@girlguidingstaffordshire.org.uk
Please use this address if you wish to request from us a copy of the personal data we hold about you. Please note that under English law we are entitled to charge you a fee for providing this service.
Updated April 2024