Data Protection Policy

Embers Bushcraft will always operate within the law, complying with all legislative and regulatory requirements, regarding data protection.

All personal data shall be obtained, maintained, stored, used and shared in accordance with the Data Protection Act 1998.

Embers Bushcraft adheres to the principles defined in the Data Protection Act 1998. We will ensure that all data collected by Embers is:

  • used fairly, lawfully and transparently
  • used for specified, explicit purposes
  • used in a way that is adequate, relevant and limited to only what is necessary
  • accurate and, where necessary, kept up to date
  • kept for no longer than is necessary
  • handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

Personal information will be stored securely in a lockable space. During onsite activities with no access to a secure office, any information will only include essential details required for safety reasons. This information will be kept out of sight but accessible to Embers staff in the event of an emergency.

IT Security Policy:

Embers have IT security systems in place to protect devices used by staff. All staff are aware of their responsibilities for securing data and for following the IT security policy.

  • Each Embers user has a unique login password. Do Not share this with anyone. Do Not write it down where it can be found by others.
  •  Log Off or Put the computer in Sleep mode before leaving your desk for any reason.
  • Lock the Office if you are the last one there for any reason.
  • Only use our secure Embers Wifi (Huawei) when logging on to the computers. 
  • Inform the IT Team of any issues.
  • Be cautious  when sharing company information.
  • Be aware when members of the public or others are in the office. 
  •  All  Company tablets and phones will be secured with FingerPrint security. 
  • All staff to be aware of back up procedures.

Embers Bushcraft operates a policy of confidentiality. It is necessary to collect sensitive information such as medical details about the young people that access our services. This is necessary for the instructors to provide appropriate care and support and also to determine any training needs necessary to safeguard individuals with specific medical needs. Such information will be treated as confidential and will only be shared with people who have direct contact and responsibility for the individual concerned. 

Whilst at Embers we take confidentiality seriously we will always prioritise safeguarding and the well being of the young people in our care. Under no circumstances will any staff member or volunteer for Embers Bushcraft keep any information that raises concerns about the safety and welfare of a child or young person confidential. Staff should be clear on their responsibilities to share information with relevant safeguarding agencies in line with the Embers ‘Safeguarding Policy’.

Embers staff/volunteers;

  • have a professional responsibility to share information with other agencies in order to safeguard children and young people.
  • will make it clear to any young person who is making a disclosure regarding their safety and well being, that they have a duty of care to pass the information on to the relevant persons/organisations. Under no  circumstances should a staff member promise a child that they will not pass on information that relates to a child’s safety or well being.

Use of Photographs

Embers Bushcraft regularly takes photographs of young people involved in activities and events. Embers Bushcraft will seek written permission from parents/carers before any photographic material is used in the public domain.

It is the lead instructors responsibility to ensure that, photographs of young people without consent do not get saved to a computer.

In the event that photographs are used for publicity purposes (brochures, leaflets, website etc), they should not be accompanied by any personal information (including names). Photographs must be securely stored and when stored on an Embers Bushcraft computer they must be appropriately named (file names should not include any personal information – including young people’s names).

Staff should not take photos of young people on personal phones or cameras. Embers will provide allocated cameras when photos are required.

Reviewed by Rachel Gosling January 2022 (Next Review Date January 2023)