Privacy Notice – player welfare form

This privacy notice tells you about the information we collect from you when you have booked a place on one of our camps and we ask you to complete a Player Welfare Form through our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

As part of our terms and conditions, we require that all camp bookings are made by a parent or guardian of the child coming to our camp. We call this child the ‘player’. This privacy notice addresses the booker and therefore the parent or guardian of the child coming to the camp.

 

Who are we?

We are Euro Sports Camps, a trading division of CMT Learning Ltd. Our address is 4th Floor, Bedser Stand, The Kia Oval, London, SE11 5SS. You can contact us by post at the above address, by email at info@eurosportscamps.com or by telephone on +44 (0)203 889 6236.

We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.

 

What personal data do we collect?

When you submit an enquiry to us, we ask you for your name, your email address, your telephone number and a brief description of your enquiry.

 

Why do we collect this information?

When you complete a player welfare form, we ask you for the following information:

Identification Information:

  • Your order number or invoice number
  • Your last name
  • The camp venue
  • Player date of birth

Emergency Contact Information:

  • Emergency contact 1 name
  • Emergency contact 1 email address
  • Emergency contact 1 phone number
  • Emergency contact 1 alternative phone number
  • Emergency contact 1 relationship to player
  • Emergency contact 2 name
  • Emergency contact 2 email address
  • Emergency contact 2 phone number
  • Emergency contact 2 alternative phone number
  • Emergency contact 2 relationship to player

Medical and Care Information:

  • Fitness confirmation
  • Whether the player has any medical conditions or allergies
  • Whether the player is taking any medication
  • Whether the player has any dietary requirements
  • Whether the player has had a tetanus injection in the last 5 years
  • Consent for swimming
  • Consent for administering medicines

Extra Camp Information:

  • Room share request
  • Country the player is travelling from
  • Tennis ability (for tennis camps only)
  • English language level

What do we do with your information?

Identification information: to match these details with your booking information. These are then stored together.

Emergency Contact Information: We will use your information to fulfil our contract with you: to provide the best possible care for your child/participant on our camp. We will use the emergency contact details to contact you in case of an emergency, medical or otherwise. We will always attempt to get the consent of a parent/guardian before agreeing to medical care but if we are unable to do so we will follow professional medical advice.

Medical and Care Information: This information is classed as a special category data, meaning that we are only able to collect this information because we need to use it for delivering medical care.

Extra camp information: We collect this information in order to deliver the best possible experience for the player, so that we can arrange for them can share a room with friends or siblings and so we can make staffing arrangements based on the and English language abilities of players. We ask where the player is travelling from as a condition of our GuardMe Student Medical Insurance.

 

How long do we keep your information for?

Your information is collected through the Squarespace website service but is stored in G Suite. We download this data from G Suite and save it to our file server which is hosted in Lithuania (inside the EU). G Suite do not use or share your personal information and we have an agreement with them to that effect. You can find out more about their data processing obligations HERE and find our data processing agreement with them HERE and an additional agreement about the transfer of data HERE

For the security and protection of your personal data we have not shared here the name of our file server host but if you would like more information about these you can email us to request details at any time.

We share your child’s personal and medical information with medical professionals when required in order for them to deliver the best possible medical care. We do this in paper version or by email. We also share details of allergies and dietary requirements with the catering staff at our camp venues. They are required to delete this data by 1st September after each camp season.

We share the country that the player will be travelling from with GuardMe, our insurance provider. This information is required in order to provide the child with GuardMe's student medical insurance that is included in the price of our camps. You can find more information about how they use your data on page 31 of their policy document HERE.

We do not use the information you provide to make any automated decisions that might affect you.

 

Your rights over your information

By law, you can ask us what information we hold about you, you can see it, and you can ask us to correct it if it is inaccurate.

You can also ask for it to be erased and you can ask for us to give you a copy of the information.

You can also ask us to stop using your information at any time, either by clicking the unsubscribe link at the end of any email communication, or by emailing, writing or telephoning us using the contact details above.

 

Your right to complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Policy version: 1.0

Last revised: 25/05/2018