Last updated: 16 October 2026

Dartmoor Search & Rescue Team Plymouth is a charitable incorporated organisation (charity number 1201229).

In this policy, “we” means the team. We are responsible for deciding how and why we use your personal information.

This policy explains what information we handle, why we use it, who we may share it with, and how you can contact us about it. We handle personal information under the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations, as amended.

Information we collect

The information we handle depends on how you interact with us. It may include:

• Casualties and people involved in incidents: name, age or date of birth, and information about an incident or first aid provided, including relevant health information.

• Event participants: name and contact details, such as email address, home address and telephone number.

• People who contact us: contact details and information included in your message.

• Donors and supporters: information about a donation and, where supplied to us, contact details or Gift Aid information.

• Applicants and volunteers: information needed to consider an application and, if you join, to manage your team membership and activities.

• Website visitors: technical information needed to operate and secure the website, such as information about your device or browser.
  

Where we get information

We usually receive information direct from you. We may also receive it from someone acting on your behalf, emergency services or other rescue teams, or organisations that support an event or process a donation. If you use a third-party service to donate, register for an event or contact us, that service may also handle your information under its own privacy policy.

How and why we use information

We use personal information to:

• coordinate searches, rescue and first aid, and pass relevant information to emergency services;

• organise and manage events, including participant communications;

• respond to questions and requests;

• administer donations and, where relevant, financial or Gift Aid records;

• consider applications and manage team membership and activities;

• send team, event or fundraising updates where permitted; and

• operate, maintain and protect our website and information systems.

The lawful basis depends on the purpose. It may be consent, legitimate interests, a legal obligation, a contract, vital interests, or a public task where a specific task has been entrusted to us. We use only a basis that applies to the particular activity.

For health information, we must also meet an additional legal condition for special-category data. In a life-threatening emergency, we may rely on vital interests if the person is physically or legally unable to consent. In other circumstances, we will use another condition that applies.

When we share information

We share only what is needed and only where the law allows. This may include sharing:

• relevant incident or casualty information with the police, ambulance service, paramedics or other rescue teams to coordinate a response or handover;

• information with service providers that help us run our website, communications, events or donation processes;

• information where we are legally required to disclose it or need to protect someone’s safety.

We do not sell personal information.

Website cookies and similar technologies

Our website is hosted using a third-party website provider. The provider may process technical information and use cookies needed to operate and secure the site. If we use optional analytics or marketing cookies that require consent, we will ask for consent before using them. You can also manage cookies through your browser settings. The website provider may have its own privacy and cookie policies.

How long we keep information

We keep information only for as long as it is needed for the purpose for which it was collected, including any relevant safety, legal, financial or record-keeping requirements. The period depends on the type of record. When information is no longer needed, we securely delete it or destroy paper copies.

How we protect information

We use appropriate safeguards to protect personal information from loss, misuse or unauthorised access. Access is limited to people who need the information for their role. Paper records are kept securely and are destroyed when no longer needed; electronic records are securely deleted.

Some service providers may store or access information outside the UK. Where this happens, we use a transfer method and safeguards recognised by UK data protection law. You can contact us for details of relevant providers and safeguards.

Your rights

Depending on the circumstances, you can ask us to:

• provide a copy of your personal information;

• correct information that is inaccurate or incomplete;

• erase information;

• restrict how we use information;

• provide information you gave us in a portable format; or

• stop using information where you have the right to object.

We will normally respond to a rights request within one month; if a request is complex or numerous, the law may allow us more time, and we will explain this.

Questions or complaints

For a question, rights request or complaint about how we use your information, contact:

Secretary
Dartmoor Search & Rescue Team Plymouth
Unit 4, Devonshire Meadows, Broadley Park Road
Roborough, Plymouth PL6 7EZ

If you make a data protection complaint, we will acknowledge it within 30 days, investigate it and respond without undue delay.

If you are not satisfied with our response, you can complain to the Information Commission, the UK’s data protection regulator.

We may update this policy from time to time. The latest version will be published on this page.