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Stewards Privacy Policy

GFELStewards Privacy Policy v13

Introduction, Background and Definitions

Glastonbury Festival Events Ltd (“GFEL”) volunteer stewards are groups and individuals who volunteer at the festival as fire and safety stewards, henceforth referred to as “Volunteers”.

The volunteer groups are typically local charities, PTAs, carnival clubs etc., but some individual independent stewards also volunteer.

Each volunteer group has a Team Leader (“TL”), and most (larger) festival areas also have a Steward Area Coordinator (“SAC”).

Beverley Osborne is the GFEL Volunteer Steward Coordinator, and she employs a small team to assist in the coordination tasks, including Martin Casey. 

Beverley (and her directly engaged team including Martin Casey) act is an independent contractor to GFEL under instruction to provide the volunteer steward coordination, which includes the maintenance and operation of the GFELStewards website, and additional services to provide consultancy, policy, procedures, coordination, training and conferences, recruitment, communication, management, resourcing, planning, briefing, deployment on site, debrief reports, volunteer feedback reports, charity donation processing (excl. payment) and other special projects as requested.

“GFELStewards” is used in this policy to refer to Beverley Osborne and her coordination team. 

“GFELStewards.co.uk” is used in this policy to refer to the volunteer registration and training website.

 

Controller / Processor

In GDPR and UK GDPR terms, GFEL are the Data Controller, and GFELStewards are the Data Processor. I.e. GFEL instruct GFELStewards to collect and process the data in accordance with the steward coordination remit. While we have this, our own GFELStewards privacy policy, we also abide by GFEL’s comprehensive privacy policy.

GFEL’s Privacy Policy can be viewed here

GFELStewards have signed a Data Protection Agreement with GFEL to comply with GFEL’s Privacy Policy and work with GFEL’s Data Protection Officer.

 

The Purposes of the GFELStewards website are:

  • to enable volunteers to register online, and enter/update their personal data, which is required in order for them to volunteer safely

  • to communicate with volunteers, 

  • to provide a resource library of information for volunteers,

  • to maintain volunteers’ training records (for five years),

  • to maintain volunteers’ GFEL volunteering history (for five years),

  • to maintain next of kin information for emergencies,

  • to provide a means for volunteers to request assistance or support if they have specific access requirements

  • to provide a feedback mechanism for volunteers to report within,

  • to provide a means for volunteers to optionally record relevant skills to enable targeted communication for specific skills during emergencies.

Steward experience is a key safety factor, for both the steward and the festival goers. Volunteers’ history records are therefore kept, and may be accessed by SACS and other senior staff to identify key personnel for leadership and specialist roles.

Each of these purposes is a requirement of managing and safely providing the volunteering.

 

GFELStewards’s Terms and Conditions of Engagement

Allowing GFELStewards to hold and process volunteers’ personal information on GFELStewards.co.uk for the purposes of volunteer coordination and training is a contractual requirement of being a volunteer. 

Volunteers must agree to these terms and conditions as a condition of volunteering during the registration process on GFELStewards.co.uk.

GFELStewards’s Terms and Conditions of Engagement can be viewed here

The Terms and Conditions refer to and in principle include compliance with the content and guidance within the GFEL Basic Steward Training Course.

The training course is a secure and commercially sensitive document, that you need to be logged in as a steward to view it. If you do not have access to the gfelstewards website and wish to view the training course, please request this from the Glastonbury Festival Data Protection Officer (see address below).

Completion of the training prior to volunteering is mandatory for all volunteers. 

This training needs to be updated every five years, so records need to be kept to ensure all volunteers working on site have been trained within this period. This is also a requirement of the festival licence, issued by Council.

 

What Data do we hold, and why?

There are minimum levels of information we need for organisation and management, and for safety critical communications.

The list of data fields and their purpose within GFELStewards.co.uk is provided in Appendix A.

We will not share your data for others' marketing purposes

Please be assured that you will not receive offers from other companies or organisations as a result of giving your details to us.

We may need to share limited information with our service providers (e.g. GDPR and UK GDPR compliant mailing system providers – see just below) who help us to prepare and send you our all-volunteer email communications. However, we do not allow these organisations to use your data for their own purposes and take care to ensure that they keep your data secure, and delete it when it is no longer needed.

Our GDPR and UK GDPR Compliant Mail Provider is Mailjet.

Check Mailjet’s comprehensive GDPR and UK GDPR compliance here:

https://www.mailjet.com/gdpr/mailjet-gdpr-compliance

Your data and social media

We will not use your email address and phone number to match to your account on Facebook or other social media sites in order to show you relevant content while you are using these services. 

Cookies

GFELStewards.co.uk uses cookies. Cookies are small text files on your device (computer, smart phone etc). They are made by your web browser when you visit a website. Every time you go back to that website, your browser will send the cookie file back to the website's server. They improve your experience of using a website, for example, by remembering your preference settings and by measuring your use of a website to ensure that it meets your needs. 

Although Cookies can also be used to show you relevant content on social media services such as Facebook ('retargeting' or 'advertising' cookies), we do not use them for this purpose. 

 

 

Maintenance of Accuracy within Volunteer’s Personal Data

Volunteers are required to maintain their own personal data, to ensure we have the latest contact and availability information.

 

Requests to Remove a Volunteer’s Personal Data

Any such requests will be complied with and assurance given to the volunteer that the data has been deleted as requested within 30 days of the request being received.

Such requests can be emailed to support@gfelstewards.co.uk, or made directly to the DPO (Data Protection Officer) at the festival office: Glastonbury Festival, Worthy Farm, Pilton, BA4 4BY.

Prior to the removal, the volunteer will be informed that he or she will not be able to volunteer without registering again. Training records would be deleted, so the volunteer would be expected to provide evidence of current training, or retrain before the next festival.

 

Security of Volunteer’s Personal Data

No hard copies are kept, except for temporary purposes like meetings, after which they are destroyed. All sensitive documents (i.e. with contact details and/or access requirements) are shredded after use, and only viewed/distributed within GFEL for the specific purpose of that meeting/event.

The GFELStewards database is hosted with GDPR and UK GDPR compliant hosting, and cookies are only used to assist in ease of use of the website.

GFELStewards are Data Protection Act registered, Information Commissioner's Office Registration reference: ZA157429.

For security, the website uses HTTPS, which encrypts and decrypts user page requests as well as the pages that are returned by the Web server. The use of HTTPS protects against eavesdropping and man-in-the-middle attacks. (HTTPS was developed by Netscape.)

 

Making a Complaint

Complaints can be made to:

The Data Protection Officer

Glastonbury Festival Events Ltd

Worthy Farm

Pilton

BA4 4BY


 

APPENDIX A: GFELStewards Account Fields

GFELStewards Field Names Documented 03/01/2020

   

Field Name

Notes

SID

Steward ID: Auto-Increment

UserTypeID

Values 1-6

Email

Email Address

Password

Encrypted, no access, even to Admin

Pronoun

 

Initials

 

Forename

 

Saluation

 

Surname

 

Fullname

 

DOB

Date of Birth

AddressLine1

 

AddressLine2

 

AddressLine3

 

TownCity

 

County

 

PostCode

 

Country

 

PAddressLine1

Address field for posting tickets

PAddressLine2

Address field for posting tickets

PAddressLine3

Address field for posting tickets

PTownCity

Address field for posting tickets

PCounty

Address field for posting tickets

PPostCode

Address field for posting tickets

TelMob

 

SMSNotification

Not Used. GDPR and UK GDPR Contractually Set.

TelHomeLandline

 

TelWorkLandline

 

Experience

Free text memo. Used for Reserves browsing etc.

FestivalAreaID

Membership Festival Area

TeamID

Membership Team

CharityGroupID

Membership Charity Group

TicketType

1=Normal,2=EPO with Ticket,3=EPO w/o Ticket

TicketNumber

Auto-Populated after Tix Issued

WBNumber

Auto-Populated after WristBands Issued

SPass

Admin only

VReg

Admin only

ParkingPass

Admin only

LastYearTrained

Autoset on Training Event Session Closure

ELIT

ELIT Undertaken

First_Aid_Trained

 

Confirmed_Festival_Year

No longer used - See Status_Festival_Year

Status_Festival_Year

0=Not Avail, 1=Available,2=Scheduled,3=Confirmed

Confirmed_Festival_Year_On

Confirmed On/At DateTime

Confirmed_Festival_Year_By_SID

Confirmed By SID

Field Name

Notes

Scheduled_Festival_Year

No longer used - See Status_Festival_Year

Avaliable_Festival_Year

No longer used - See Status_Festival_Year

Paid_Work_Festival_Year

No longer used

Referral

Referred By (Used for Reserve System)

Next_Of_Kin_Name

Next of Kin Field

Next_Of_Kin_Relationship

Next of Kin Field

Next_Of_Kin_Tel_Number

Next of Kin Field

Supervisor

Supervisor Boolean Y/N

ConsiderSupervisor

Would like to be Supervisor Y/N

TeamLeader

Team Leader Boolean Y/N

CoOrdinator

Admin Only: Steward Coordinator Boolean Y/N

CoOrdinator_Deputy

Admin Only: Steward Coordinator Deputy Boolean Y/N

SAC

Admin Only: Steward Area Coordinator Boolean Y/N

SAC_Deputy

Admin Only: Steward Area Coordinator Deputy Boolean Y/N

SOC

Admin Only: Steward Operations Coordinator Boolean Y/N

SOC_Deputy

Admin Only: Steward Operations Coordinator Deputy Boolean Y/N

Trainer

Admin Only: Trainer Boolean Y/N

Trainer_Assistant

Admin Only: Trainer Assistant Boolean Y/N

Administrator

Admin Only

SM_Override

Admin Only

Admin_Distribution

Admin Only

Admin_Training

Admin Only

Admin_Support

Admin Only

AdminDoNotUse

No Longer Used - Removed 2018 as part of GDPR and UK GDPR implementation

AdminDoNotUseReason

No Longer Used - Removed 2018 as part of GDPR and UK GDPR implementation

AdminNotes

No Longer Used - Removed 2018 as part of GDPR and UK GDPR implementation

AdminOnlineEventBookable

Boolean: OLT Permitted

OnsiteEventBookable

Boolean: OST Permitted

verified

Registration Auto Set Field

verify_code

Registration Auto Set Field

suspended

Admin Only

forgot_password

Password Forgotten Auto-Set Field

Offline_DuplicateEmail

Set if Steward does not have an email address

Access_Req

Access Stewards Only. Boolean Y/N. If Y, additional Form B completed.

Access_Req_Details

Access Stewards Only. 

Access_Req_Wheelchair

Access Stewards Only. Wheelchair user

feedback_status

Feedback comments made - see Feedback summaries

T&C

Terms and Conditions Read

TnCTimestamp

Terms and Conditions Read On/At DateTime

helpdesk_login_id

Login ID for Support/FAQ System (Admin only)

Infra_Disability_Medical

Ex. Infrastructure Volunteers: No longer in use

Field Name

Notes

Infra_Envir_Health_Officer

Ex. Infrastructure Volunteers: No longer in use

Infra_Worked_previously

Ex. Infrastructure Volunteers: No longer in use

Infra_Request_to_work_with

Ex. Infrastructure Volunteers: No longer in use

Intra_Offer_Lift

Ex. Infrastructure Volunteers: No longer in use

Infra_Travelling_From

Ex. Infrastructure Volunteers: No longer in use

Infra_Drive_Vehicle

Ex. Infrastructure Volunteers: No longer in use

Infra_Consider_Supervisor

Ex. Infrastructure Volunteers: No longer in use

Infra_FA_Certificate

Ex. Infrastructure Volunteers: No longer in use

Infra_VHP_Campervan

Ex. Infrastructure Volunteers: No longer in use

Infra_VHP_CarPark

Ex. Infrastructure Volunteers: No longer in use

LifeSkills

Optional for Skill Searching

SpecialistSkills

Optional for Skill Searching

ID_Photo

Steward Photograph

FestivalWorkingReq

Access Stewards Only

PDDT

Planned departure date

PADT

Planned arrival date

Festival_Transport

See Festival_Transport_Types (Carbon Footprint schema)

MedicalCond

Access Stewards Only

   

Access Steward Fields

Field Name

Notes

AccessReqID

AutoIncremenal Key Field Relational Table

fSID

SID: StewardID

PATnCAccepted

PA Terms and Conditions Accepted

Require_PA

Requires PA: Boolean Y/N

Require_PA_Name

Require PA Name

Require_PA_Details

Require PA Details

Require_PA_Status

Require PA Status:0=Not Submitted,1=Submitted,2=Accepted,3=More Info Req,4=Rejected

Require_Acc_Campsite

Require Accessible Campsite: Boolean Y/N

Require_Acc_Campsite_Status

Require Accessible Campsite Status: 0-4

Require_Veh_Drop_off_Acces_Camp

Require Accessible Campsite Drop Off Vehicle Pass: Boolean Y/N

Require_Veh_Drop_off_Acces_Camp_Status

Require Accessible Campsite Drop Off Vehicle Pass Status: 0-4

Require_Caravan

Require Accessible Campsite Caravan Pass: Boolean Y/N

Require_Caravan_Details

Require Accessible Campsite Caravan Details

Require_Caravan_Status

Require Accessible Campsite Caravan Status: 0-4

Require_Respite

Require Respite: Boolean Y/N

Require_Respite_Status

Require Respite Status: 0-4

Require_Power

Require Power: Boolean Y/N

Require_Power_Details

Require Power Details

Require_Power_Status

Require Power Status: 0-4

Shift_Times_Locations_Considerations

Consider Shift Times and Locations: Boolean Y/N

Require_VP

Require Vehicle Pass: Boolean Y/N

Require_VP_Status

Require Vehicle Pass Status: 0-4

Require_WC_Acc_Toilets

Require Access to Accessible Toilets: Boolean Y/N

Require_WC_Acc_Toilets_Status

Require Access to Accessible Toilets Status: 0-4

Require_HD_Toilet

Require Access to HD Toilets: Boolean Y/N

Require_HD_Toilet_Status

Require Access to HD Toilets Status: 0-4

Require_SCRoutes

Require Access to SC Routes: Boolean Y/N

Require_SCRoutes_Status

Require Access to SC Routes Status: 0-4

Require_BSL

Require BSL: Boolean Y/N

Require_BSL_Status

Require BSL Status: 0-4

Require_OS_Shuttle_Service

Require Onsite Shuttle Service: Boolean Y/N

Require_OS_Shuttle_Service_Status

Require Onsite Shuttle Service Status: 0-4

Further_Access_Needs

Further Access Needs Text Description

Steward_Evidence1

Steward Evidence1

Steward_Evidence1_FileName

Steward Evidence1 FileName

Steward_Evidence2

Steward Evidence2

Steward_Evidence2_FileName

Steward Evidence2 FileName

Steward_Evidence3

Steward Evidence3

Steward_Evidence3_FileName

Steward Evidence3 FileName

Steward_Evidence4

Steward Evidence4

Steward_Evidence4_FileName

Steward Evidence4 FileName

Evidence_Status

Evidence Status: 0-4

 

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