GDPR Information
The Scout Association takes the protection of privacy and personal data very seriously and all adults operating within Scouting, whether at National UKHQ or within local Scout units (i.e. Scout Groups, Districts, Counties, Areas, Regions (Scotland) or Countries), must comply with data protection law which includes the EU General Data Protection Regulation “GDPR”.(A copy of The Scout Association’s Data Protection Policy which provides key definitions, details of how it protects personal information and also guidance to staff, members and volunteers about how to deal with personal information they handle, can be found here).
Data Privacy Notice correct as of 5th September 2021
This Data Privacy Notice is provided for information only
You currently have responsibility for a young person involved with the 14th Bromley Scout Group (‘the Group’) either with the Beavers, Cubs, Scouts or Explorers. The Executive Committee of the Group hold personal data in respect of you and your young person. The Executive Committee are considered to be a ‘data controller’ in respect of that data, which means that they are ultimately responsible for ensuring that it is kept secure, and is not processed for unlawful purposes.
The Group Scout Leader and Section Leaders are considered to be the main ‘data processors’. Data processors process personal data on behalf of the controller. Online Scout Manager (OSM), a third party system used for data storage, is also considered to be a data processor.
Who we are
As the Executive Committee, we hold certain personal information (known as ‘personal data’) about you and your young person. Most of the personal data held and processed by the Executive Committee in running the Group will be personal data (in other words, it is information from which you as an individual can be identified).
What information we collect about you
Depending on the circumstances, we may hold some or all of the following information about you and your young person (this is gathered mainly from the Personal Information Form):
Your name. Your address. Your email address. Telephone contact information. Date of Birth. Religion. Ethnicity. Disabilities. Medical, dietary, health details
How we use that information
The Executive Committee need to hold and process information about you and your young person because it is needed for us to effectively run the Group and for safety and safeguarding purposes. It is necessary to protect the vital interests of the young person. In legal terms, this means that we have a legitimate interest in holding and processing the above information. We will not collect any personal data from you that we do not need.
Personal data relating to the Group is held on paper and on computer systems. As the ‘data controller’, the Executive Committee must process this information fairly and lawfully.
As part of running the Group, we need to hold and process particularly sensitive information about you and your young person (known as ‘sensitive personal data’). Under the legislation, details relating to health, racial or ethnic origin, religious or other similar beliefs and sexual orientation are regarded as sensitive personal data. Except where the legislation allows it, this information cannot be processed or passed to a third party without your explicit consent.
We may communicate with you via mail, e-mail, or telephone regarding the general running of the Group (for example meeting plans and future Scouting events, fund raising activities and the payment of subscriptions and activity costs).
Who we share it with
We are not allowed to share personal data about you with other organisations and people, unless the law allows us to, or you have given your consent. We share personal data with the following:
Data processors within the Group (this particularly applies when moving up). The Scout Association (periodically to allow for statistical analysis – where possible this will be anonymised). Relevant authorities (in relation to the vital interests, safety and safeguarding of the young people)
Photography and website
Occasionally we may take photographs of the young people. We may use these images as part of wall displays at the Scout hall, on Group literature (e.g. camp newsletters etc.) or on the Group’s website(www.14thbromleyscoutgroup.org).
In relation to the Scouts, they may also be uploaded to social media accounts (Facebook – 14th Bromley Scout Group; note this is a closed group and access is by invitation only).
If you would like to opt-out of this, please write to the Executive Committee at the address shown below.
Register
At every meeting or event, the leader-in charge is obliged for safety reasons to take a register of those attending the session. Either digital data will be used or a paper based register, minimised for attendance purposes only.
How long we keep personal data for?
We must keep all personal data safe and only hold it for as long as necessary. Once your young person is no longer involved with the Group, all personal data will be deleted and/or securely destroyed unless required for safeguarding purposes or required by law.
Please be aware that a new Personal Information Form is a mandatory requirement for each event (for example camps, nights away). Refusal to provide a Personal Information Form will mean that your young person may not be able to attend the event. Following conclusion of the event, the Personal Information Form will be securely destroyed.
We will review the personal data held in relation to the Group on a regular basis in accordance with our data retention policy. If we conclude that certain personal data is no longer required, that personal data will be destroyed.
Your rights
You have the right to see personal data that is held about you and your young person. You have a right to have a copy provided to you, or someone else on your behalf, in a machine readable format. If at any point, you believe that the personal data we hold about you is inaccurate or wrong, you can ask to have it corrected. You can require the Executive Committee to restrict or limit the processing of your personal data in certain circumstances, for example whilst a complaint about its accuracy is being resolved. You can object to your personal data being processed, although the Executive Committee can override this objection in specific instances. You can withdraw your consent to us processing your personal data by notifying us. You can request that your personal data is deleted altogether.
You should be aware that taking any of the above steps could impact on the ability of your young person to remain involved with the Group. It is mandatory requirement that we hold certain personal data for safety and safeguarding reasons.
Who to contact about your personal data
Please contact your Section Leader in the first instance if you would like to see your personal data.
If you would like to exercise any of your rights above or make a complaint about how we have handled your data, please contact:
Executive Committee of the 14th Bromley Scout Group
Group Chairman
Carey Scutt Hall
Plaistow Lane
Bromley
BR1 3AR
Making a complaint to the Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is 0303 123 1113.
Yours in Scouting
Sarah-Jane Durman
Sarah-Jane Durman
Group Scout Leader