Privacy Policy

ExVac is committed to protecting and respecting your privacy. This privacy policy states how we collect data, how we store it, and how we use any personal information that we collect. It also sets out your privacy rights and how the law protects you. The data that we gather and hold is in accordance with the General Data Protection Regulations (GDPR) 2018.

How we collect data:

We obtain personal information when somebody makes an enquiry about our work, emails us, subscribes to our newsletter/mailing list, makes a donation, registers for an event, or otherwise provides us with personal information. When you register to our newsletter or make a donation, we will ask for personal information such as your name, email address, and other contact details such as a contact phone number. We hold contact details and personal information on people who have been referred to our holidays. This may be obtained from third parties (e.g. a school, social worker, or other organisation referring a child to ExVac) but only if said third party provides confirmation that the individuals concerned have agreed to their personal information being shared with us for the stated purpose. Parents/guardians of children who attend ExVac also provide personal data regarding the child and family. This data is used exclusively for selecting the children who attend our holidays and ensuring that we best support the child throughout their time with ExVac. Parents/guardians sign to consent.

How we store your data:

ExVac takes steps to ensure your personal information is protected. We follow procedures designed to minimise unauthorised access or disclosure of your information – all personal data is securely stored, and access to this is limited to specific personnel who may only use it for the stated purposes. Appropriate security is in place to avoid unauthorised sharing of information.

How we use data:

The information that ExVac gathers and how we use this information varies according to an individual’s relationship with us.

Supporters:

We use the details of ExVac supporters to contact them via newsletters with updates on our activities and successes. Supporters may opt-out at any stage by informing ExVac. The data gathered for this purpose is not used for any other purpose, and will not be passed on to any other organisation. When individuals make a donation to ExVac, we use the information they supply to process their donation, monitor donor statistics, and if given consent to do so, we share relevant details with HMRC to process Gift Aid. We may use their details to contact them to ask for continued support of ExVac, however the individual may opt-out at any stage by emailing ExVac.

Parents and families:

We are committed to protecting the privacy and wellbeing of all children involved with ExVac. All children who attend our holidays are under the age of 13 and as such, the gathering and use of personal data is carried out only with consent from a parent/guardian. ExVac offers a space on our holidays on the basis of application forms completed by a parent/guardian and social worker or other contact (e.g. school contact or other organisation that may refer a child). We do this to ensure we have enough information about the child, their family, and their circumstances in order to best protect the child and help them get the most out of their ExVac experience. We directly communicate with the family and referrer (social worker, school contact or other organisation) and gather information which will include: name, date of birth, address, family contact details, referrer contact details, medical details, behavioural information, support needs, dietary requirements, project attendance, doctor, school and any other involved professional details including Social Care/Child In Need Plan/CAMHS/Child Protection Register. Parents/guardian information collected by ExVac will include: name, signature, contact details including address, email address, and phone number, wider contextual information relevant to support the child during ExVac. We only use the personal information stated for the purpose of selecting children who will most benefit from an ExVac holiday, and ensuring that we best support a child throughout their time with us. Personal information about children and their families will be recorded and stored securely for a period of five years following their application, and then safely destroyed. The personal data will only be used for purposes directly relevant to ensuring the wellbeing and safety of the child. ExVac will not share the personal information received unless there is a specific need to do so (i.e. if information gathered suggests a welfare risk to the child). ExVac may refer children to VacProj, however only with the prior consent of both the parent/guardian and third party (social worker, school, other organisation that may refer a child).

Individual’s Rights:

The Data Protection Act 1998 and the General Data Protection Regulation, in force from May 25th 2018, grants individuals to the following rights:

1. The right to request access to their personal data.

2. The right to correct the personal data that we hold.

3. The right to request erasure of their personal data.

4. The right to restrict processing of their personal data.

5. The right data portability – request the transfer of their personal data to themselves or to a third party.

6. The right to object.

7. The right to lodge a complaint with a supervisory authority.

If you wish to exercise any of the above rights, please get in touch. We may ask you for specific information or identification as a security measure, to ensure that personal data is not disclosed to any unauthorised person. In rare cases where we are required by law or best practice to maintain records (such as for instance in the case of protecting the welfare of the child), we may need to advise individuals that not all their information can be deleted. In such cases, we will notify the individual of this and explain what information has and has not been deleted.

Queries or concerns:

If you have any queries or concerns about this policy or any aspect of your personal information please contact exvac@exeter.ox.ac.uk.