Camp Somerset Pty Ltd, trading as Somerset Outdoor Learning Centre is a provider of outdoor education programs, mainly for school groups, Duke of Edinburgh Award participants and other recreation groups.

Somerset requires detailed information from its participants and staff in order to run safe and efficient programs. Somerset considers the privacy of its participants and employees to be of utmost importance; hence Somerset has developed a comprehensive privacy policy that complies with the National Privacy Principles, as outlined in the Privacy Act.

– Updated December, 2022

Somerset collects information from its school participants and teachers to help ensure that employees are equipped to run a safe and efficient program.

Information collected includes:

• Name - due to the nature of information requested of a participant or teacher, Somerset cannot collect information anonymously.
• Contact Details (Address, Phone, Email) - for correspondence in relation to gathering accurate information, for emergency contact and for administrative follow up.
• Date of birth - for determining age and for identification.
• Medical Information - to alert Somerset of any medical conditions/issues for each participant or teacher.
• Medicare Details – To assist in the provision of further medical assistance if required.
• Dietary Information - As Somerset provides food on all their programs, it is important to gather any special dietary requirements to allow provisions to be made.
• Physical Ability - Some of Somerset's activities involve a certain level of skill, such as swimming, therefore it is important to gather information on participant’s skill level.
• Equipment requirements and payment information are also collected.
• Other - Somerset may collect other information, such as information on social behaviour, schools and teachers views to gain further understanding.

Somerset collects its information through an online form, accessed by parents and staff via a secure site. The online form also provides program information. All initial information is collected via this form, with any follow up information being recorded at the time of acquisition. Additional information is collected by means including:

• Written and/or verbal communication with the School prior to program.
• Written and/or verbal communication with the participants or parent(s)/guardian(s) prior to and during the program.
• Verbal communication with the participants during the program.
• Verbal communication with the School staff during the program.

Somerset may need to collect information from various other sources, as deemed appropriate, prior to, during, or at the completion of programs.

Somerset may use the collected information for research, risk management, statistical purposes, program planning, payment advice and school communications. Information may also be disclosed to a third party, in the instance that professional medical attention or assistance is required. Furthermore, Somerset may also disclose information under other circumstances including:

• Where you consent to Somerset doing so.
• Where such use or disclosure is authorised or required by law. 

Prior

Prior to a program starting, the information collected is held securely in our online database, before being exported and summarised for the various staff. Somerset will contact the school and/or parents to gain clarification on uncertain details, or to obtain further information as appropriate.

During

Participants information is only carried by Somerset employees that require access for program purposes i.e. Group Leaders carry the relevant medical information for their participants and teacher. Other information is distributed to the departments that require it i.e. Dietary requirements to the food services department.

After

On course completion Somerset retains one full set of information to fulfill statutory requirements. This information is archived and stored in our secure on-site lock up and/or as soft copies on a secure platfirm. Some further information is collected/collated to assist with research, programming, risk management and statistical purposes. Where appropriate, identities are removed from this information. Information that is no longer required after program completion is destroyed. In order to support security of information held, management or approved staff man Somerset offices, and offices are kept secure all times when not in operation.

If you require access to your information held by Somerset, you may request it in writing. However, there may be occasions when requests are denied in accordance to the exemptions contained in the National Privacy Principles.