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:
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to enable volunteers to register online, and enter/update their personal data, which is required in order for them to volunteer safely
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to communicate with volunteers,
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to provide a resource library of information for volunteers,
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to maintain volunteers’ training records (for five years),
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to maintain volunteers’ GFEL volunteering history (for five years),
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to maintain next of kin information for emergencies,
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to provide a means for volunteers to request assistance or support if they have specific access requirements
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to provide a feedback mechanism for volunteers to report within,
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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
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GFELStewards Field Names Documented 03/01/2020 |
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Field Name |
Notes |
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SID |
Steward ID: Auto-Increment |
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UserTypeID |
Values 1-6 |
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|
Email Address |
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Password |
Encrypted, no access, even to Admin |
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Pronoun |
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|
Initials |
|
|
Forename |
|
|
Saluation |
|
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Surname |
|
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Fullname |
|
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DOB |
Date of Birth |
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AddressLine1 |
|
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AddressLine2 |
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AddressLine3 |
|
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TownCity |
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County |
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PostCode |
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|
Country |
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PAddressLine1 |
Address field for posting tickets |
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PAddressLine2 |
Address field for posting tickets |
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PAddressLine3 |
Address field for posting tickets |
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PTownCity |
Address field for posting tickets |
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PCounty |
Address field for posting tickets |
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PPostCode |
Address field for posting tickets |
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TelMob |
|
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SMSNotification |
Not Used. GDPR and UK GDPR Contractually Set. |
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TelHomeLandline |
|
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TelWorkLandline |
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Experience |
Free text memo. Used for Reserves browsing etc. |
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FestivalAreaID |
Membership Festival Area |
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TeamID |
Membership Team |
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CharityGroupID |
Membership Charity Group |
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TicketType |
1=Normal,2=EPO with Ticket,3=EPO w/o Ticket |
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TicketNumber |
Auto-Populated after Tix Issued |
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WBNumber |
Auto-Populated after WristBands Issued |
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SPass |
Admin only |
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VReg |
Admin only |
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ParkingPass |
Admin only |
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LastYearTrained |
Autoset on Training Event Session Closure |
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ELIT |
ELIT Undertaken |
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First_Aid_Trained |
|
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Confirmed_Festival_Year |
No longer used - See Status_Festival_Year |
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Status_Festival_Year |
0=Not Avail, 1=Available,2=Scheduled,3=Confirmed |
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Confirmed_Festival_Year_On |
Confirmed On/At DateTime |
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Confirmed_Festival_Year_By_SID |
Confirmed By SID |
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Field Name |
Notes |
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Scheduled_Festival_Year |
No longer used - See Status_Festival_Year |
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Avaliable_Festival_Year |
No longer used - See Status_Festival_Year |
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Paid_Work_Festival_Year |
No longer used |
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Referral |
Referred By (Used for Reserve System) |
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Next_Of_Kin_Name |
Next of Kin Field |
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Next_Of_Kin_Relationship |
Next of Kin Field |
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Next_Of_Kin_Tel_Number |
Next of Kin Field |
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Supervisor |
Supervisor Boolean Y/N |
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ConsiderSupervisor |
Would like to be Supervisor Y/N |
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TeamLeader |
Team Leader Boolean Y/N |
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CoOrdinator |
Admin Only: Steward Coordinator Boolean Y/N |
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CoOrdinator_Deputy |
Admin Only: Steward Coordinator Deputy Boolean Y/N |
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SAC |
Admin Only: Steward Area Coordinator Boolean Y/N |
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SAC_Deputy |
Admin Only: Steward Area Coordinator Deputy Boolean Y/N |
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SOC |
Admin Only: Steward Operations Coordinator Boolean Y/N |
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SOC_Deputy |
Admin Only: Steward Operations Coordinator Deputy Boolean Y/N |
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Trainer |
Admin Only: Trainer Boolean Y/N |
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Trainer_Assistant |
Admin Only: Trainer Assistant Boolean Y/N |
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Administrator |
Admin Only |
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SM_Override |
Admin Only |
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Admin_Distribution |
Admin Only |
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Admin_Training |
Admin Only |
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Admin_Support |
Admin Only |
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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 |
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AdminNotes |
No Longer Used - Removed 2018 as part of GDPR and UK GDPR implementation |
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AdminOnlineEventBookable |
Boolean: OLT Permitted |
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OnsiteEventBookable |
Boolean: OST Permitted |
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verified |
Registration Auto Set Field |
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verify_code |
Registration Auto Set Field |
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suspended |
Admin Only |
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forgot_password |
Password Forgotten Auto-Set Field |
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Offline_DuplicateEmail |
Set if Steward does not have an email address |
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Access_Req |
Access Stewards Only. Boolean Y/N. If Y, additional Form B completed. |
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Access_Req_Details |
Access Stewards Only. |
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Access_Req_Wheelchair |
Access Stewards Only. Wheelchair user |
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feedback_status |
Feedback comments made - see Feedback summaries |
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T&C |
Terms and Conditions Read |
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TnCTimestamp |
Terms and Conditions Read On/At DateTime |
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helpdesk_login_id |
Login ID for Support/FAQ System (Admin only) |
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Infra_Disability_Medical |
Ex. Infrastructure Volunteers: No longer in use |
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Field Name |
Notes |
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Infra_Envir_Health_Officer |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_Worked_previously |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_Request_to_work_with |
Ex. Infrastructure Volunteers: No longer in use |
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Intra_Offer_Lift |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_Travelling_From |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_Drive_Vehicle |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_Consider_Supervisor |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_FA_Certificate |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_VHP_Campervan |
Ex. Infrastructure Volunteers: No longer in use |
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Infra_VHP_CarPark |
Ex. Infrastructure Volunteers: No longer in use |
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LifeSkills |
Optional for Skill Searching |
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SpecialistSkills |
Optional for Skill Searching |
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ID_Photo |
Steward Photograph |
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FestivalWorkingReq |
Access Stewards Only |
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PDDT |
Planned departure date |
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PADT |
Planned arrival date |
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Festival_Transport |
See Festival_Transport_Types (Carbon Footprint schema) |
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MedicalCond |
Access Stewards Only |
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Access Steward Fields |
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|
Field Name |
Notes |
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AccessReqID |
AutoIncremenal Key Field Relational Table |
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fSID |
SID: StewardID |
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PATnCAccepted |
PA Terms and Conditions Accepted |
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Require_PA |
Requires PA: Boolean Y/N |
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Require_PA_Name |
Require PA Name |
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Require_PA_Details |
Require PA Details |
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Require_PA_Status |
Require PA Status:0=Not Submitted,1=Submitted,2=Accepted,3=More Info Req,4=Rejected |
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Require_Acc_Campsite |
Require Accessible Campsite: Boolean Y/N |
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Require_Acc_Campsite_Status |
Require Accessible Campsite Status: 0-4 |
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Require_Veh_Drop_off_Acces_Camp |
Require Accessible Campsite Drop Off Vehicle Pass: Boolean Y/N |
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Require_Veh_Drop_off_Acces_Camp_Status |
Require Accessible Campsite Drop Off Vehicle Pass Status: 0-4 |
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Require_Caravan |
Require Accessible Campsite Caravan Pass: Boolean Y/N |
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Require_Caravan_Details |
Require Accessible Campsite Caravan Details |
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Require_Caravan_Status |
Require Accessible Campsite Caravan Status: 0-4 |
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Require_Respite |
Require Respite: Boolean Y/N |
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Require_Respite_Status |
Require Respite Status: 0-4 |
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Require_Power |
Require Power: Boolean Y/N |
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Require_Power_Details |
Require Power Details |
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Require_Power_Status |
Require Power Status: 0-4 |
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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 |
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Require_WC_Acc_Toilets_Status |
Require Access to Accessible Toilets Status: 0-4 |
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Require_HD_Toilet |
Require Access to HD Toilets: Boolean Y/N |
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Require_HD_Toilet_Status |
Require Access to HD Toilets Status: 0-4 |
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Require_SCRoutes |
Require Access to SC Routes: Boolean Y/N |
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Require_SCRoutes_Status |
Require Access to SC Routes Status: 0-4 |
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Require_BSL |
Require BSL: Boolean Y/N |
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Require_BSL_Status |
Require BSL Status: 0-4 |
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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 |
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Steward_Evidence1 |
Steward Evidence1 |
|
Steward_Evidence1_FileName |
Steward Evidence1 FileName |
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Steward_Evidence2 |
Steward Evidence2 |
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Steward_Evidence2_FileName |
Steward Evidence2 FileName |
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Steward_Evidence3 |
Steward Evidence3 |
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Steward_Evidence3_FileName |
Steward Evidence3 FileName |
|
Steward_Evidence4 |
Steward Evidence4 |
|
Steward_Evidence4_FileName |
Steward Evidence4 FileName |
|
Evidence_Status |
Evidence Status: 0-4 |