Our Privacy and Fair Processing Notice describes the categories of personal data we process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR)
Our Scout Group, 67th Kingswood ("The Group"), is a youth charity. Our mission is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. We are incorporated by Royal Charter and are regulated as a member of the UK Scout Association, (see www.scouts.org.uk for more information.)
Our Scout Group is an individually registered charity with reference number 295866.
Every year, usually between May and October we hold an Annual General Meeting where members of the charity's Group Executive Committee (our trustees), are elected, any parent of youth members can also be elected to the Group Executive Commitee and every parent has the right to attend the AGM.
We are based at Baden hall, Northcote Rd, Mangotsfield, Bristol BS16 9HF. Our Group Executive Committee is the Data Controller for the information we collect from you. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and funders.
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our Scout Group's (the Data Controller's), possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
The majority of the personal information we hold is provided to us directly by yourself or by parents / legal guardians in either paper form or via our online membership systems, in the case of an adult member, data may also be provided by third-party reference agencies, such as the Disclosure and Barring Service (DBS). Where a member is under the age of 18, this information will only be obtained from a parent/guardian and cannot be provided by the young person.
We comply with our obligations under GDPR 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. We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings and events that the group itself may be running or attending.
We use personal data for the following purposes: -
We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where: -
We are committed to the protection of your personal information. We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
In the case of Joining forms, Health and contact update forms, this information is securely held by the Group and transferred to our secure digital systems as soon as possible before the paper form is destroyed.
Gift Aid collection forms will be securely held by the Group's Treasurer or nominated deputy to aid in the collection of Gift Aid for monthly membership fees - we have a legal obligation to retain this information for 7 years after our last claim.
Members of the Group and adult volunteers attend events and camps. Where it is necessary to fulfil our legal obligations, we will be required to have a less secure means to access personal information, such as printouts of personal contacts and medical information, (including specific event contact forms), 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. We will ensure that: -
Sometimes we may nominate a member for a national award (such as Queens Scout or Duke of Edinburgh award), such nominations would require the Group to provide contact details to the awarding organisation; this is most often done on paper via Royal Mail or secure online transmission.
We will only normally share personal information within our Scout Group leaders and Group Executive members.
We will, however, share your personal information with others outside our Scout Group where we need to meet or enforce a legal obligation; this may include, Kingswood District Scout Association, The Scout Association and its insurance subsidiary "Unity", local authority services and law enforcement. We are required to obtain DBS clearances in certain circumstances and use "Atlantic Data" which acts as the intermediary for passing data to and from the DBS. We will only share your personal information to the extent needed for these purposes.
If you move from our Group, to another Scout Group or Explorer Scout Unit we will transfer your personal information to them.
We will never sell your personal information to any third party for the purposes of marketing.
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.). If identifiable data is to be shared, we will only do so with your consent.
Third-Party Data Processors
67th Scout Group employs the services of the following third-party data processors: –
Automated decision making
The Group does not have any automated decision-making systems.
Transfers outside the EU
The Group will not transfer your personal information outside of the EU, with the exception of where an event is taking place outside of the EU and it is necessary to provide personal information to comply with our legal obligations, although generally, such an event will have its own data collection form which will be securely held and disposed of after the event. Certain third-party data processors may store data on servers hosted outside the EU.
We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for as long as necessary and for the purpose for which it was obtained.
We will retain your personal information throughout the time you/your child is a member of the Group. Personal information on children who are on the waiting list but do not join the Group will be deleted within 2 months of it becoming clear they will not be joining the Group. We will retain your full personal information for a period of one year after you have left the Group and in a much more limited form (just name, badge and attendance records) for a period of up to 7 years (or until the age 21) to fulfil our legal and insurance obligations.
We will also keep any Gift Aid information and accounting records for the statutory 7 years as required by HMRC (which may be beyond age 21). For adults who have asked to be kept informed about the Group (including being notified of fundraising events), we will keep your personal data until you ask us to stop doing so.
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 Data Protection Regulator. Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data: –
Please contact our Group Scout Leader for more information, in the first instance. Whether or not you exercise your new rights is up to you – the main thing to remember is that they're there if you need them.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, raise queries or make complaints, please in the first instance contact us at: -
Simon Budd, Group Scout Leader – email@example.com