Duke of Edinburgh's Award Expeditions: How we use your details
The consent form is designed and provided by Rich Adventure, who are the DofE Approved Activity Provider being used to run the expedition section of the Duke of Edinburgh’s Award. eDofE numbers will be shared with DofE, when input into the DofE website to complete the participant’s assessor report. (The website will then match/ confirm the participant name for that eDofE number from their records).
For some expeditions we have to submit additional paperwork to the DofE, giving the name, eDofE number, and age of participant along with expedition dates and locations, for expeditions in wild country or by canoe to be approved, prior to an expedition. For expeditions run specifically for school or youth groups, the organisation may also need to share this information with the council for expedition approval, along with routes and staff information. We will provide this information to the relevant organisations as required.
For expeditions where a variation to the 20 conditions is required, further information including medical justification for the adjustments needs to be submitted to the DofE. We are happy to discuss the details to be given for individual participants, but cannot provide a copy of the completed form for viewing without the consent of other team members, as their details will be on the same form.
Names, date of birth and eDofE numbers will be held by Rich Adventure as a record of attendance for each course, along with any accident/ incident paperwork and record of medical details given, until the last participant in a group has turned 22, as per our legal obligation.
Submitted information will be downloaded in a table form, saved to our password secured encrypted cloud storage, and a printed copy issued to the staff working with the relevant team, which will be returned to us at the end of each expedition and stored securely until shredded at the first opportunity after the expedition. We may also share information provided with accompanying school staff for school expeditions, if there appears to be a discrepancy between the medical information held between us and them, as they hold pastoral responsibility for care overnight.