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Privacy Policy for Working Holidays

What information do we hold about you and why?

Applying for a working holiday (including Thistle Camps and Trailblazers)

When you apply to attend a working holiday, we will collect the following information from you:

  • Your full name – to process the application and facilitate the booking
  • Your date of birth – to confirm your eligibility to take part in a particular working holiday
  • Your sex – to manage the booking of accommodation
  • Your address – to process the application and facilitate the booking
  • Your email address – to send you a copy of your booking and contact you regarding the working holiday
  • Your telephone number – to contact you regarding the working holiday
  • Your payment card details (if paying by credit or debit card) - to pay for the booking
  • Your chosen username and account password – to enable you to access an online working holidays account with us

Our legal grounds in relation to this processing is contract, in that the processing is necessary for the performance of a contract.

Where you choose to provide information about whether you are a full-time student, in receipt of state benefits or aged over 65, this is for the purposes of processing concession rates. Our legal grounds in relation to this processing is legitimate interests in that we consider it necessary to provide you with a reduced rate when appropriate.

If we use your personal information to tailor our communications to you, for example, by letting you know that we have certain offers available on similar products or services, we will only do so because you have told us you would like to receive these communications. Our legal grounds in relation to this processing is your consent and you have the right to withdraw your consent at any time.

Feedback surveys

When you take part in a working holiday we may invite you to complete a feedback survey. Completion of surveys will be entirely optional, and we will tell you every time what the purpose of the survey is and how we will process your data. Our legal grounds for this processing are our legitimate interests so we can understand how we are performing and where we can improve.

CCTV (Closed Circuit Television)

We operate CCTV/video surveillance cameras at some of our properties. CCTV is used for maintaining the security of property and premises; for preventing and investigating crime; and for detecting, apprehending and prosecuting offenders.

If CCTV is in operation, appropriate signage will be in place and the operating procedures will be regularly audited by the property manager to ensure compliance with relevant standards and legislation. Where we host a CCTV system for which another organisation is responsible, there will be an agreement in place to cover:

  • agreed responsibilities for compliance with data protection law
  • named contacts responsible for the operation of the CCTV system in each organisation
  • a procedure for handling requests for access to CCTV footage

Photography and filming

If we plan to take photographs or film individuals or small groups on a working holiday, we will ask for your consent to take and use these images, before doing so. You have a right to withdraw your consent at any time, but you should note that it might be difficult to remove images if they have been published.

If we plan to take photographs or film large groups on working holidays, we will inform you that photography or filming is due to take place and will ensure there is clear signage on the day. If you would prefer not to be included in any images, or do not want your image to be published, please contact us and we will find ways to manage this carefully on the day.

Who will have access to your data and who will we share it with?

Access to your personal data will be restricted to Trust employees and volunteers on a need-to-know basis only. Access will be provided for the purposes of supporting your working holiday experience with us.

We will never sell your data to third parties.

We will share your information with third parties to support your working holiday. These third parties include:

  • Our website host – for the purposes of managing your working holiday account and processing bookings through our website
  • Our payments processors – for the purposes of processing secure card payments online. Please refer to the Privacy Policies of Sage Pay, Worldpay and Verifone for further information.
  • Our electronic newsletter provider – for the purposes of delivering our newsletter and gathering statistics around email opening and clicks to help us monitor and improve content
  • Our core systems provider – for the purposes of maintaining accurate customer records
  • Our survey provider – for the purposes of collating and reporting on any feedback you provide

Where these third parties are acting as data controllers, they are required to handle your personal data in accordance with all applicable data protection laws. For further information about how they do this, please refer to their privacy policies.

Where the third parties are acting as data processors, processing personal data on behalf of the Trust, we have contracts in place with these third parties which require them to process your personal data on our instructions only. They will not process your personal data for any other purpose and they will retain it securely.

In some cases, your data will be processed outside of the UK. Where this is the case, we will ensure that there are adequate safeguards in place (for example, the use of Standard Contractual Clauses) for the protection of your personal data.

How long will we keep your personal data?

  • Information held on your working holidays record: 6 years from the end of our financial year
  • Username and password for your online account: held for as long as the account exists
  • Credit/Debit Card payments: held until the transaction is successfully completed
  • CCTV images: one calendar month, unless a crime or incident has been reported and the images are to be retained in line with the investigation. Also, if we receive a request for access to CCTV images, a copy of the images provided will be retained for 2 years
  • Photographs/video footage: permanently unless you ask us to delete your information