Last updated 10th November 2020

Our contact details 

  • Name: Axe Valley Christian Trust (Upcott)
  • Address: Axe Valley Christian Trust (Upcott) – P.O. Box 908, Admiral’s Yard, Station Road, Patchway, Bristol, BS34 6LR
  • Phone Number: 07307 618230
  • E-mail: team@upcott.org.uk
  • Website: www.upcott.org.uk

The type of personal information we collect 

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details provided in contact or booking forms)
  • Medical data for the young people and volunteers on our residential camps
  • Financial data from our supporters, and staff
  • Data from individuals in a discipleship setting
  • Video data from Zoom meetings when required in accordance with our Safeguarding policy
  • DBS checks, criminal convictions, and references, for volunteers and staff

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To enable young people to participate in our programmes
  • To provide a safe environment for everyone involved
  • To enable a secure financial footing for the Trust

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent. This is where we specifically ask for your personal information and permission to use and keep it. As part of asking for your consent, we will have explained why it is needed, how it will be used and how it will be kept. For example, our booking forms for residential weeks ask for consent to hold the information gathered and we also ask permission from Zoom call attendees if a session needs to be recorded for safeguarding purposes. 

You are of course able to remove your consent at any time. You can do this by contacting team@upcott.org.uk.

(b) We have a contractual obligation. This is where we process your personal information as a necessary part of providing our “services” – e.g. running residential camps. We also process the personal data of our employees as a necessary part of their employment contract.

(c) We have a legal obligation. This is where we process personal information in order to comply with our own legal obligations, such as running DBS checks on our volunteers, employees, and trustees.

(d) We have a legitimate interest. This is where it is necessary to process personal data to further the work of the Trust (e.g. to help young people explore their relationships with Jesus) or to safeguard our staff, volunteers and young people. Under this basis, we only use data in ways that you would expect – for example, by holding onto financial information provided by donors, keeping records of who attended previous residential weeks, or copies of DBS checks. 

How we store your personal information 

Your personal information is held securely and confidentially. 

We try to keep physical papers to a minimum. Anything that is physically filed is kept in a secure and locked location. The bulk of our information is stored electronically on harddrives that are passworded and encrypted. 

We aim to only retain personal data for as long as it is legitimately or legally required by the Trust. To achieve this we formally review all the data we hold every two years. Where we no longer have a legitimate or lawful basis for holding personal data (or it is no longer needed), it is permanently destroyed /deleted from all drives, including backups.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information. 
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at team@upcott.org.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at team@upcott.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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