Who we are.
1st Abram Scout Group, are a registered charity with the Charity Commission for England & Wales; charity number 521552. The Data Controller for 1st Abram Scout Goup is Mr D.N. Finch, Group Scout Leader, who is also the sole Charity Trustee.
From this point on, 1st Abram Scout Group, will be referred to as we/us/the group.
Being a small charity, we are not required to appoint a Data Protection Officer.
The data we may process.
The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership systems, Compass and Online Scout Manager. In the case of adult members and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service (DBS).
Where a member is under the age of 18, this information will only be obtained from the parent or guardian and cannot be provided by the young person.
We may collect the following personal information:
- Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
- Date of birth – so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment within Scouting.
- Gender – so we can address individuals correctly and accomodate for any specific needs.
- Emergency contact information – so that we are able to contact someone in the event of an emergency.
- Government identification numbers e.g. national insurance, driving license, passport – to be able to process volunteer criminal record checks.
- Address information to enable us to collect gift aid from HMRC where donations are made.
- Training records – so that members can track their progression through the Scout programme or adult training scheme.
- Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs.
- Health records – so that we can make suitable arrangements based on members’ medical needs – we ask our members to be as transparent as possible to assist us in making seamless adjustments for specific medical needs.
- Criminal records checks – to ensure Scouting is a safe space for young people and adults.
- Other information such as school, school year group, hand dominance may also be collected to ensure that we are able to deliver and group members for activities as appropriate.
The lawful basis we process your data by
We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure, and by ensuring that appropriate technical measures are in place to protect personal data. In most cases the lawful basis for processing will be through the performance of a contract for personal data by our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members. On occasion we may use legitimate interest to process photographs where it is not practical to gather or maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.
We use personal data for the following purposes:
- to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in the group.
- to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our consitution.
- to administer membership records.
- to fundraise and promote the interests of Scouting.
- to manage our volunteers.
- to maintain our own accounts and records (including the processing of gift aid applications).
- to inform you of news, events, activities and services being run or attended by us.
- to ensure and evidence your suitability if volunteering for a role in Scouting.
- to contact your next of kin in the event of an emergency.
- to ensure you have and maintain the correct qualifications and skills.
We use personal sensitive (special) data for the following purposes:
- for the protection of a person’s health and safety whilst in the care of the group.
- to respect a person’s religious beliefs with regard to activities, food and holidays.
- for equal opportunity monitoring and reporting.
Our retention periods
We will keep certain types of information for different periods of time in line with our Data Retention policy.
Sharing your information
Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment in the group. However as neccessary, and on occasion, we may share certain emergency contact details with parent organisations, or activity providers.
We may share the personal data of youth members and thier parents/guardians with The Scout Association Headquarters for the purpose of managing safeguarding cases. The privacy and security notice for The Scout Association can be found here: https://www.scouts.org.uk/DPPolicy. The sharing of this data will be via the Online Scout Manager platform which is used by us to manage youth membership. The privacy and security notice for Online Scout Manager can be found here: https://www.onlinescoutmanager.co.uk/security.html.
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the group as well as with The Scout Association Headquarters as data controllers in common.
All data subjects
We will however share your personal information with others outside of the group where we need to meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. Where possible, we will request that you provide appropriate information to those third parties directly.
We will never sell your personal information to any third party.
Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation.
Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
How we store your personal data
We generally store personal information in the following ways:
Compass – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.
Online Scout Manager – is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data, and adult member personal data for localised usage.
Microsoft 365 – is our internal communications platform. Details of individuals may be shared between adult volunteers using this platform. We may also ask you to provide us information directly using specific forms held within this platform.
Our Online Accident Reporting System – is our in-house developed system based on Microsoft 365, which contains accident and near-miss information for all adult volunteer and youth members.
Our Website – is our portal to the world, and is also our online merchandise store. We will collect information on this site to enable us to process online orders. We will also collect anonymised cookie data to aid in the development of our website.
CCTV – our building is monitored using a CCTV system. Information on this system is stored for the purpose of building security, and is automatically overwritten on a rolling basis. In the event of a security issue images of you may be passed to the local authorities to support legal proceedings.
Printed records and data held while attending events – paper is sometimes used to capture and retain some data. For example:
Health and contact records forms (for events)
Event coordination with event organisers.
Paper records used for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.
How we provide this privacy notice
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.
As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to The Information Commissioner’s Office (www.ico.org.uk).
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
- The right to be informed – you have a right to know how your data will be used by us.
- The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
- The right to rectification – this just means that you can update your data if it is inaccurate or if something is missing. Members will be able to adjust and update some of the information directly via Online Scout Manager and/or The Scout Association’s Compass membership system as appropriate.
- The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by us for legal reasons.
- The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
- The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
- The right to object – you can object to the ways your data is being used.
- Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than human input, it’s highly unlikely that this will be used by us.
Forms related cookies
When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set up to remember your used details for future correspondence.
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For more infromation on Google Analytics cookies, see the official Google Privacy Information Page.
Who to contact
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by Mr D.N. Finch, Group Scout Leader via the Contact Form on our website.
Version number and data of the last review.
|2||06/07/2019||Edit of document on new website, to include information relating to sharing of information with parent organisation(s)|
|3||09/11/2020||visual review for new website. No changes.|