Updated October 2018
This Privacy Notice is to help you understand how and why we collect personal information about you and what we do with that information. It also explains the decisions that you can make about your own information.
Our Scout Group, 1st Cobham Scout Group (the “Group” or “we”) is a youth charity. Our mission is to actively engage and support young people (our “members”) in their personal development, empowering them to make a positive contribution to society. We are incorporated by Royal Charter and operate under the rules of the UK Scout Association (the “Association”) (see www.scouts.org.uk for more information).
Our Group Executive Committee is the “data controller” for the information we collect from you. Any personal data that we collect will only be used by us in relation to the work we do with our members and their parents/legal guardians and through our relationship with supporters, donors and funders.
Personal information 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 possession or likely to come into our possession. This includes contact details, next of kin and photographs. The processing of personal information is governed by General Data Protection Regulations (“GDPR”)
Members and volunteers
Most of the personal information (including sensitive personal information such as medical information and race) we hold is provided to us directly by our members, or by their 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”).
We also hold personal information on adults who are not members or parents / legal guardians of members, in circumstances where the adult voluntarily assists the Group (e.g. in fundraising initiatives) or where the adult wishes to receive information about the Group.
Where a member is under the age of 18, this information will only be obtained from a parent / legal guardian and cannot be provided by the young person.
We believe it is important to be open and transparent about how we will use your personal data. We use this information to communicate with you and to carry out our obligations. We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and to help us if you leave or re-join).
Information we may hold about you includes the following:
Media taken and controlled by the Group may be published on our own website, newsletter or posted on our noticeboards. Occasionally we may forward photographs to other scouting media outlets or to the local press. We will only use images to publicise Scouting related events. Where we publish media, we will take care to ensure that full names are not included in the related article or caption.
We benefit from donations from members of the public who support our work, and we hold personal data about these donors so that we can process donations and orders and tell donors about our work and campaigns and how they can support us further. We may hold the type of information as set out in above.
We only use your personal information where that is permitted by the laws that protect your privacy rights.
To achieve this, we must meet at least one of the following conditions:
Also, information must be:
We will only normally share personal information within our Group between leaders and certain of our Group executive members. It is, however, common for a section leader to communicate electronically with all parents/guardians in his/her section, which means your e-mail address may be visible to the other parents/guardians.
We may need to share your personal data within appropriate levels of the Association and with local Scouting, if this is necessary and directly related to your role within Scouting.
We do not share personal data with companies, organisations and people outside the Association, unless one of the following applies:
We will only share your personal information to the extent needed. Whenever possible, we will take steps to anonymise the data we provide.We will always obtain assurance that parties with whom we share personal information comply with GDPR and have appropriate confidentiality and security measures in place.
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.
The Group will not transfer your personal information outside of the EU, with the exception 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 are committed to the protection of your personal information. We have policies and procedures in place to safeguard your personal data secure and protected against unlawful or unauthorised processing and accidental loss or damage. We will regularly evaluate and test the effectiveness of those safeguards to ensure security of our Processing of Personal Data.
We predominantly use two digital online database systems (described below) to store personal information, where access to that data is restricted to a limited number of leaders and officers. The data is also encrypted.
Paper forms may still be used to capture personal information. This may include membership registration, event registration and gift aid collection. Whenever paper is used, we will ensure:
Subject to the below, we will retain your personal information throughout the time you/your child is a member of the
Personal information on children who are on the waiting list but do not join the Group will be deleted within two months of it becoming clear they will not be joining the Group.
For a period of one year after you have left the Group, we will retain your personal information in full. After one year, we will retain your name, badge and attendance records) for a period of up to 7 years (or until the age 21) to fulfil our legal obligations for insurance and legal claims.
If you have consented for photographs or media to be taken, we may retain this data indefinitely. You may, however, inform us in writing at any time that you would like to rescind or limit the consent.
We will also keep any Gift Aid information and accounting records for the statutory seven 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.
From May 2018, data protection legislation gives you a number of rights regarding your information. Some of these are new rights whilst others build on your existing rights. Your rights are as follows:
All of these rights are free to exercise at any time. Please contact us if you wish to discuss or review the information we hold about you and/or your child(ren).
Changes to this notice: from time to time, we may revise this Privacy Notice. Updated versions will be available in the Scout Hut and our website. If we make any significant changes, we will draw attention to them.
Contact us: if you have any questions about this notice, please contact:
1st Cobham Scout Group
111 Hogshill Lane
Cobham KT11 2AH