Data protection policy   Terms & Conditions

1. Kibblestone Scout District Camp and Activity Centre is referred to in this document as ‘Kibblestone’. A ‘Booking’ refers to a request by a group or individual to hire the campsite, accommodation or activity facilities at Kibblestone.

The ‘Group Leader’ refers to the individual with whom Kibblestone deals in relation to a booking. Kibblestone will regard the Group Leader as having final responsibility for all matters relating to a booking, including payment of fees.

‘The Estate Manager’ refers to the Manager of Kibblestone and/or the Operations Manager, Site Administrator or any person working on or behalf of Kibblestone Scout Camp.

2. A booking for a camp, accommodation, day visit and/or an activity at Kibblestone can be reserved for two weeks by phone, fax or email. The booking form and deposit must be received within this period for the booking to be confirmed. A receipt confirming the booking will be sent to the Group Leader.

3. All prices exclude VAT at the current rate. Where applicable, VAT at the current rate will be added to fees.

4. The deposit specified in the price list must accompany all bookings. The deposit is not refundable.

5. The final payment for a booking must be made before departure unless arrangements for delayed payment have been made in advance between the Manager and the Group Leader. In such cases, the final payment for a booking must be made by the date agreed.

6. Late payments will incur a charge of £10.00 plus interest at the rate of 8% over the Bank of England base rate per week or part thereof.

7. Payments may be made by cash, bank transfer or by a cheque issued by your Group or organisation. All cheques should be made payable to ‘Kibblestone District Scout Council’ and crossed ‘Account Payee only’. Any cheques returned not cleared by our bankers will be subject to a £25.00 charge.

8. Failure to comply with our payment terms may result in your booking being cancelled and you may be held liable for the total cost. Any alterations in numbers or activities just before or on the day of the booking will be added to the total and a final invoice will be issued to you before the end of your booking. This is payable by the end of your booking.

9. Cancellations must be made in writing to Kibblestone Scout Camp. The acknowledgement sent by Kibblestone will state the effective date of the cancellation. In the event of a cancellation the following charges will apply:

• More than 60 days before commencement date – Loss of deposit
• 60 – 31 days before commencement date – 50% of total cost
• 30 – 8 days before commencement date –75% of total cost
• 8 – 1 days before commencement date –100% total cost
• On or after the commencement date – 100% total cost
• Please be aware when booking buildings or camping or any other kibblestone events, if your booking the year before. Then we will ask for the deposit rate of that year, and when the price list are released, normally 1st January of that year of your booking. Those prices will apply, Any other arrangements, regarding price lists and deposits will be through the management and finance team and backed up by an email from the Centre manager

10. The percentages listed above refer to the total cost of the booking. However, the deposit is greater than the subsequent total it will be forfeited in full. Note: You should arrange adequate insurance to cover cancellation.

11. Kibblestone Scout Camp reserves the right to cancel, alter, or delay any camp, course, accommodation or activity where forced to do so by circumstances beyond our control, such as serious illness, severe weather or any other circumstances which would subject Kibblestone or any of its employees or any of its participants to danger.

12. Kibblestone Scout Camp reserves the right to send away from a camp or activity, any person who in their judgement is found to be unmanageable or a danger to the safety or enjoyment of others. In this event no refund will be given. Any additional costs and responsibility involved in removing the participant will be borne by the Group.

13. Participants must be physically fit to take part in camps and activities at Kibblestone and free from any illness or conditions that may render the camp or activity hazardous. Participants in water-based activities must be able to swim 50 metres fully clothed as specified by Scout Association rules. It is the responsibility of the Group Leader to ensure that only those who comply with this rule participate in water activities. Other activities may require the wearing of safety equipment, such as helmets or buoyancy aids. Where such equipment is specified by Kibblestone, participants must wear it at all times during the activity. Certain activities are only suitable for specific age groups and these age restrictions must be adhered to. Kibblestone Scout camp accepts no responsibility when groups fail to adhere to these rules.

14. Some activities are potentially dangerous if not skillfully managed. Safety must therefore be paramount and all participants must accept that the decision of the activity instructor is final. Kibblestone Scout Camp will accept no liability for problems arising from failure to accept and/or respond to the authority and instructions of the instructor.

15. Any and all photographs, videos, or other recorded media may be used by Kibblestone for marketing or advertising purposes without any payment or compensation being offered and without any request being made to the featured parties.

16. No Liability is accepted for:

• Loss of or damage to any personal property belonging to or travelling with the members of any group. For example watches, jewellery, cameras or clothing
• Losses or additional expenses due to delays or changes in travel services, sickness, weather, strikes, riots, war, quarantine or any other cause.
• Personal injury or death of any participants however caused unless by proven negligence of the company.

17. In the event of any damages caused by participants to property or equipment in use by Kibblestone Scout Camp, except by fair wear and tear, the Group will be charged the full replacement cost. Any damages must be reported to a member of Kibblestone staff immediately.

18. It is the responsibility of the Group Leader to ensure that all areas (including buildings and campsites) used by their group are left in a clean and tidy condition at the end of a booking.

19. All information given in any literature produced by or on behalf of Kibblestone Scout Camp is correct at the time of going to press. It is given in good faith and is intended as a guide to accommodation, camping and activity facilities available and may be altered without notice to suit differing seasonal or other conditions.

20. If you have any complaint during your booking, please notify The Managers Office. We will do our utmost to find a speedy and satisfactory solution. In the event that you are not satisfied with the solution please complain in writing to the Estate Manager within 14 days of the end of your booking.

21. For the comfort, health and safety of all concerned, smoking is forbidden during any of the activities. Smoking will only be permitted in designated smoking areas at relevant times in the programme. Smoking will only be permitted by persons over 18 years of age.

22. NO alcohol may be consumed during any activities. Under NO circumstances will anyone under the influence of alcohol be permitted to participate in any activity organised by Kibblestone Scout Camp.

23. Noise at night must be carefully managed to avoid disturbing our neighbours.  Outdoor activities must cease by 22:30 and there must be no loud music after 22:30.  Noise must be kept to a minimum between 22:30 and 07:00.

24.  Fireworks cause distress to livestock and pets.  Any group wishing to use fireworks at Kibblestone must seek permission at least six weeks before the start of their booking to allow time to inform our neighbours.  Any customers using fireworks without permission risk being banned from the site.

25. Kibblestone Scout Camp is covered by all necessary insurances.

26. It is the responsibility of all leaders to ensure that everyone over the age of 18, staying overnight at Kibblestone Scout Camp, is DBS checked

GDPR Policy

Kibblestone Data Protection Policy 2018

Regulation

From May 2018 the General Data Protection Regulation (GDPR) will supersede the UK Data Protection Act 1998.  The GDPR grants individuals with more rights to control how their personal data is collected, how it is processed and gives them the right to access the personal information held about them as well as holding organisations accountable for data protection.  GDPR relates to any data or information which can directly or indirectly identify a person.

Passing on details

We do not pass on group or individuals’ information to third parties except in instance where we believe that the documents may be relevant to any ongoing or prospective legal proceedings and in order to establish and exercise all define our legal rights [including providing information to others for the purpose of fraud prevention and reducing credit risk].

Recording of Personal Information.

When choosing to book with us you will be directed through our website to a booking form or a booking link.  From there personal information will be collated in order for us to process your booking with us and to contact you about your booking. Information we would require would be first name; last name; full address; email address; telephone number/mobile number.  For Scouting use we would ask for your permit number.  All personal booking and reservation data will be kept six years after the booking is completed and then securely destroyed.

Storage of Sensitive Information

We will take reasonable technical and organisational steps to prevent loss, misuse or alteration of your personal information.  We will store all personal information you provide on our secure password and firewall-protected servers.  All electronic financial transactions entered through our WorldPay app will be protected by encrypted technology.  You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. All information will be kept for the length of time that we are required to by law.

Consent

We are obliged to first seek your permission and freely gain your written consent to gather personal data from you.  Your consent can be withdrawn at any time, please do so by contacting manager@stone.org

Right to be forgotten

You have the right to request that we securely remove your personal data from our database, please email manager@kibblestone.org. If you wish to do so.  Some data must be kept for statutory purposes.

CCTV

We operate CCTV on our site and signpost that our cameras can be found on the car park outside reception and activities store room.  Your personal data is kept private and secure and will be securely destroyed at the point that it is no longer required or has no use.

Right to access your information

You have the right to access the personal data which we store and request to make changes to any inaccurate data, please email manager@kibblestone.org to do so

Data Breach

You will be informed of any breaches of your personal data within 72 hours.  We will also inform you of the action and remedies that will be taken to ensure no further breaches occur.  You have the right to report any breaches to the Information Commissioner’s Office

Amendments

We may update this policy from time to time by publishing a new version on our website.  You should check this page occasionally to ensure you are happy with any changes to this policy