Privacy Policy

Thames Valley Christian Camps (TVCC) - Privacy Policy

1. Introduction

This Privacy Policy explains how Thames Valley Christian Camps (“TVCC”, “we”, “us”, “our”) collects, uses and protects your personal information when you use our website and register for our camps.

We process personal data in accordance with:

The UK General Data Protection Regulation (UK GDPR)
The Data Protection Act 2018

If you have any questions about this Privacy Policy, please contact us at:

Email: tvcc.comms@gmail.com
Website: tvcc.info/contact

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) (www.ico.org.uk). We would, however, appreciate the opportunity to address your concerns first.

2. The Information We Collect

A. Contact Forms

When you contact us through our website, we may collect:

Name
Email address
Phone number
Message content

This information is used solely to respond to your enquiry.

B. Camp Registration Forms

When registering yourself or your child or young person for camp, we may collect:

Name
Date of birth
Address
Parent/guardian name (where applicable)
Parent/guardian email and phone number
Emergency contact details
Medical information
Dietary requirements
Relevant care or support needs

Some of this information (such as medical details) is classified as special category data under UK GDPR.

We collect and process this information:

To administer and organise camps
To ensure the safety and wellbeing of campers
To contact parents/guardians or emergency contacts where necessary
To provide appropriate care, including administering medication where required
To comply with safeguarding and health & safety responsibilities

Medical and emergency information may be:

Stored securely within our website system (hosted by Wix)
Printed and securely held during camp for safeguarding and medical purposes
Accessed only by authorised camp leaders on a need-to-know basis

All Personally Identifiable Information (PII) information is treated as confidential and encrypted within our website system.

All camp helpers and leaders are DBS checked in accordance with safeguarding best practice.

3. Associated Church Youth Groups

TVCC works closely with a number of local church youth groups.

Campers may receive information about TVCC through these groups. In limited and appropriate circumstances, relevant information (such as confirmation that a young person is attending camp, or essential safeguarding information) may be shared with associated church youth leaders where necessary for pastoral care, safeguarding, or co-ordination purposes.

Any such sharing will be proportionate, relevant, and handled confidentially.

4. Email Communications & Marketing

We may offer the option to receive updates about future TVCC events.

We will only send marketing or event information (prior to a booking) where a parent/guardian or adult camper has explicitly opted in to receive such communications, for example by checking the box on a camp form. You may unsubscribe at any time by:

Clicking the “unsubscribe” link in any email
Contacting us directly

We do not send unsolicited marketing emails.

5. Photography & Media

Photographs or video recordings may be taken during camp for:

Camp Games & Challenges
Promotional purposes (this website)
Future camp publicity
Church presentations

If this is a problem, please contact us or speak to a camp leader and we will take reasonable steps to ensure the individual is not featured online in identifiable media.

6. Website Usage & Google Analytics

We use Google Analytics to help us understand how visitors use our website.

Google Analytics collects information such as:

IP address
Browser type
Pages visited
Time spent on the site
Device information

This information is aggregated and anonymised and is used only to improve our website and services.

You can learn more about how Google uses this data at:
www.google.com/policies/privacy/partners/

You can control cookies through your browser settings.

7. Cookies

Our website is hosted by Wix.com, which uses essential cookies to ensure the website functions securely and correctly.

These cookies include:

XSRF-TOKEN – Prevents fraudulent requests (Session, Essential)
hs – Security cookie (Session, Essential)
svSession – Identifies user sessions (12 months, Essential)
SSR-caching – Improves performance (24 hours, Essential)
TS* – Detects and prevents attacks (Session, Essential)
bSession – Measures system effectiveness (24 hours, Essential)
fedops.logger.sessionId – Tracks errors (12 months, Essential)
_wixAB3|* – Supports site experiments (6 months, Essential)
server-session-bind – Protects APIs (Session, Essential)
client-session-bind – Protects APIs (Session, Essential)

These cookies are necessary for the website to function properly.

For more general information about cookies please visit https://www.allaboutcookies.org/

8. Where Your Data Is Stored

Our website is hosted on the Wix.com platform. Data may be stored through Wix’s secure servers and databases.

Some service providers (such as Wix and Google) may process data outside the UK. Where this occurs, appropriate safeguards are in place to protect your data in line with UK GDPR requirements.

Camper information may be stored digitally and/or printed by camp leaders / medical officer. This is:

Stored securely
Accessible only to authorised leaders
Disposed of securely when no longer required (see section 9)

9. How Long We Keep Your Data

We retain personal data only for as long as necessary for:

Camp administration
Safeguarding requirements
Legal purposes

Typically, camp registration and safeguarding records may be retained for up to 7 years after the relevant camp, unless a longer period is required by law.

10. Sharing Your Information

We do not sell your personal information.

We may share information:

With authorised camp leaders for administrative, safeguarding and care purposes.
With emergency services if required
Where legally required
With associated church youth leaders where appropriate and proportionate
With service providers such as Wix and Google (for hosting and analytics only)

All data sharing is carried out securely and in compliance with UK GDPR.

11. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion of your data (where legally permissible)
Restrict or object to processing
Withdraw consent (where applicable)
Lodge a complaint with the ICO

To exercise your rights, please contact us at tvcc.comms@gmail.com

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. tvcc.info/privacy