Privacy Policy

What is this Privacy Policy?

This Privacy Policy sets out what Tonbridge Gold CIO does with personal data in connection with its expedition training programmes and what our obligations are when processing this personal data.

What data are we gathering?

We may hold personal data, some of which is sensitive, about participants, parents/guardians and volunteers.  We believe it is important to be open and transparent about how we will use your personal data. Information we may hold includes the following:

  • name, address and contact details of participants;
  • age/date of birth;
  • a current passport-style photo of each participant
  • name, address and contact details of participants and next of kin;
  • details of any physical and medical conditions, including allergies;
  • details of any physical or educational needs
  • details of any current long-term medication      

Why do we collect this information?

We use this information to communicate with you and to carry out our obligations as leaders of the organisation. We also have a responsibility to keep information about you, both during your expedition training and afterwards (due to our safeguarding responsibilities and also to help us if you leave or re-join).  In addition, the personal and medical data is needed in the event of any incident during training or expeditions, which may take place in hazardous environments, where medical intervention may be necessary.  In some cases, physical or medical information may enable us to tailor our programme specifically to your needs.

How do we gather data?

We gather data through the booking forms which participants or their parents complete.  We may supplement this with personal information given to us by participants or their parents.

When will we delete this data?

We may keep information for different periods of time for different purposes as required by law or best practice.  In order to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout a participants’ involvement with the expedition programme and for a period after it ends. 

Who has access to this data and who do we share it with?

Only those leaders, supervisors, trainers and assessors working for or with Tonbridge Gold have access to that information.

We may share DofE membership data with the DofE organisation, and in particular with Wild Country Assessor Networks or with DofE assessors where this is required to enable participants to successfully complete the expedition section of the DofE Gold Award.  Any data sent to the DofE is handled under ISO27001 standards.  The DofE organisation is regularly audited for compliance.  The information required through notification process, etc. is compliant.

We do not share data with any other third parties unless we get specific consent to do so. 

Where will the data be stored?

This data is securely stored and accessible only by those entitled to do so.  We take data security seriously.  

While operating in wild country environments or paddle environments such as rivers and lakes, staff will carry data sheets for each participant, for use in an emergency situation.  These are collected in by the Data Manager after each event and stored securely.  They are shredded at the end of the expedition programme.

What are your rights to your Personal Data

All the data that we hold has been supplied by participants or their parents.  However, as a Data Subject you have rights over your own data that you can exercise at any time, these are:

  • Data is accurate – we must ensure your data is accurate
  • Data is erased – we must erase data if not needed or if requested by you
  • Data is available – we must be able to provide you with a copy of your data if requestedData processing is limited – we must cease any processing activity if you object to it or it is not necessary
  • Consent withdrawal – we must allow you to withdraw your consent at anytime

In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact Linda Chapman (