Privacy Notice for Canal Camp Applicants

This Privacy Notice explains when and why we collect personal information about you, how we use it and the conditions under which we may disclose it to others. Your personal data is defined as any information that can directly or indirectly identify you.

To understand how we keep your data safe and secure, and the information you need to know about your rights and how to exercise them, please refer to our main privacy notice, which can be found at https://waterways.org.uk/privacy-policy.

1. Who are we? 

We are The Inland Waterways Association (trading as Waterway Recovery Group) and for the purposes of UK Data Protection Law, we are registered with Companies House, under Company Number 612245. We are a national charity (number 212342) dedicated to protecting and restoring Britain’s inland waterways.

2. How and when do we collect information about you? 

We collect your information when you apply to attend a Canal Camp with our Waterway Recovery Group.

3. What types of information is collected about you?

We collect your name, contact details, your age, information about your health and diet, and whether you have a driving licence, and details of your next of kin.

4. How is the information used? 

We use this information to enable us to plan suitable work, accommodation and catering for the Canal Camp that you have applied to attend, to ensure that we have the necessary range of skills and abilities to achieve the intended work on the Camp, and for Health & Safety purposes, and to enable our leaders to make appropriate contact in the unlikely event of any accident.

5. Lawful basis for processing 

We mainly rely on the contractual obligation to process your personal data.

6. How long we keep your data? 

We only keep your data for as long as we need it for.  Where financial transactions have occurred, we will keep your data for a period of 6 full years after the year in which the financial transaction was made.  In case there is any incident that might result in an insurance claim, whether or not apparent at the time, we will keep your data for at least 3 full years.  If your application to attend the Camp was unsuccessful, your data will be securely destroyed after the Camp has occurred or you have been taken off any waiting list, if sooner.  If you attend further activities of our Waterway Recovery Group, we may retain your data whilst you are actively involved in future activities or considered likely to attend future activities.  Otherwise, we will securely destroy your personal data when either you tell us or when it is no longer needed for the purpose for which it was collected.

7. Confidentiality – who do we share your data with? 

Your information will be made available to the leaders (including assistant leaders and cooks) of Camps and other WRG activities that you attend, which may include people from other waterway organisations that we work with.  It may, on rare occasions, be necessary for your data to be provided to Canal Camp leaders, assistants or cooks via their private e-mail accounts, which are outside our control.  Where personal data is held outside our systems it is our policy that such data must be securely destroyed immediately after the relevant activity.  We may share your data with subcontractors or suppliers involved in providing support, such as our IT providers.  Otherwise, we do not share your data with any third-party organisations unless we have a legal obligation to do so.