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Overseas travel consent form

Overseas Travel Consent Form

1. Young person's details

Once completed, please hit ‘submit’ at the end of the page.

Student name (required)

School name (required)

Dates of travel (required)

Country / Countries of travel (required)

2. Parent(s) / Guardian(s) details

Name of parent(s)/guardian(s) (required)

Emergency contact number (required)

Contact email address (required)

3. Information we need to know

1. Are there any allergies or dietary needs that we need to be aware of? (required)

2. Are there any medical conditions that we need to be aware of? (required)

3. Are there any additional education needs that we need to be aware of? (required)

4. Is there anything else we need to know to ensure the students safety and comfort? (required)

Core purpose (parent/guardian - please tick to indicate consent))

I confirm that the student named has permission to travel overseas with Concern Worldwide on the dates specified

I confirm that I give permission for Concern to use photographs/video footage of my child taken during the trip on our website, social media or schools resources produced by the Global Citizenship team

I confirm that I have read Concern’s Code of Conduct (see below) with the named student, and they understand and agree to follow this code during the trip

Please read the Concern Code of Conduct

4: For the young person to complete

On the trip, you will experience the culture of a different country, and visit political institutions.

I agree to:

Taking part in the overseas trip
Concern keeping a record of this form so they have the information they need to keep me safe
Being filmed/photographed over the duration of the trip. I understand that the photographs or
films may be used to tell other people about what Concern Worldwide does.
Follow the instructions of Concern staff and follow the code of conduct to ensure my safety
and the safety of others
To follow the Concern code of conduct outlined in the Concern Code of Conduct document

Tick to indicate consent

Signature of parent / guardian (required)

Signature of young person (required)

Concern Worldwide Fair Processing Notice For Students Travelling Overseas with Concern and their next of kin

Transparency Notice

• Concern Worldwide (“Concern”) offers students the opportunity to travel overseas with the organisation.
• Concern recognises that it has a duty of care towards those students while they are travelling overseas. In order to protect the best interests of students travelling, Concern requires some personal data to be collected in relation to the student and their next of kin.
• This information is collected on the enclosed “Next of Kin Contact Details” form and “Medical History” form. Concern Worldwide is committed to complying with all relevant Data Protection legislation (including the General Data Protection Regulation “GDPR”) when processing your personal data.
• Concern will ask your explicit consent to provide this information in the first instance. While the student is overseas, Concern will use this information for the provision of medical services or treatment if the need should arise. This may involve your data being shared outside the EEA.
In this context, Concern Worldwide is a data controller.

Types of Personal Data Collected

• Concern collects basic contact information regarding students and their next of kin of. This information includes Name, Address, phone number and Email. Concern collects medical information regarding the student travelling as outlined on the Medical History form.
• This information is sensitive and we will seek your explicit consent to process this information.
• This information is shared internally with Concern’s health advisor. This information is used to assess the individual’s ability to travel to Concern’s field of operation.
• Concern’s health advisor may contact you to go through the information you provide.

Minimisation of Data

• The types of personal data collected as stated above are necessary to assess a student’s preparedness for travelling overseas with Concern and to allow Concern to contact a next of kin should the necessity arise.
• Concern will not request any personal data from you, which may be deemed unnecessary in this regard.
• If you would like to know why we are collecting any of this information please feel free to ask us.

Storage, Access and Retention.

• Your personal data will be stored securely by Concern. Access to your personal data will be restricted to certain members of Concern’s health and active citizenship units.
• Concern’s staff accompanying the student will bring a copy of this information with them so it can be accessed quickly if necessary.

Purpose limitation

• Your personal data will not be used for any reason other than the successful and safe completion of this overseas trip.
• Your Rights You have the right to access your data stored with Concern at any time. Prior to the student travelling you have the option to withdraw your consent for Concern to process this data.
• Under certain circumstances, you have the right to request this data to be erased. In any event Concern will erase this data as outlined in the retention section above.
• You have the right to complain to Concern or the Data Protection Commissioner about any infringement of your rights. If you would like to exercise any of your rights or have any queries in relation to information contained in this fair processing notice, please contact your focal person in the Concern Worldwide.
Alternatively you can contact dpo@concern.net