This Privacy Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.
What data are we gathering?
We may hold Personal Data (including Sensitive Personal Data) about members, parents/guardians and volunteers. We believe it is important to be open and transparent about how we will use your Personal Data. Information we may hold, includes the following:
name and contact details
age/date of birth
details of any health conditions
And on occasions we may hold:
race or ethnic background and native languages
Why do we collect this information?
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 also to help us if you leave or re-join). In addition, we may collect data for registration to events, including those with a residential element. In some cases this data will be Sensitive Personal Data, which we ask for, to allow us to provide appropriate care for members whilst under our supervision. The list of activities we carry out as part of Scouting that may require the use of Personal Data include:
To enable us to provide a voluntary service for the benefit of the public
To manage our volunteers
To manage our membership records
To update you on events
To conduct surveys on our performance
For financial accounting
To fundraise for the Scout County
To process Gift Aid applications
How do we gather data?
We gather data through a variety of methods, these include:
Contact form on our website or by email
Adult Application forms
Event registration forms.
When will we delete this data?
We may keep information for different periods of time for different purposes as required by law or best practice.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.
Who has access to this data and who do we share it with?
Only those members who need membership information to carry out their role have access to that information.
We do not store credit card details, nor do we share data with third parties without permission.
Where will the data be stored?
This data is securely stored as paper records in locked filing cabinets, in an online membership system, stored as electronic documents in a secure storage solution. We take data security seriously.
What are your rights to your Personal Data
As a Data Subject you have rights over your own data that you can exercise at any time, these are:
Data is accurate – we must keep your data accurate
Data is erased – we must erase data if not needed or requested by you, that is not excessive and is possible
Data is portable – we must provide a copy of your data back to you
Data processing is limited – we must cease a processing activity if you object to it
Consent withdrawal – we must allow you to withdraw consent at anytime
To help you settle in and be part of the team we have outlined some useful information below.
We have a safeguarding policy and there is a “yellow card” reference card at the back of this letter. Please read through the do’s and don’ts. I am sure you will understand this policy keeps our young people and adults safe.
Our bullying policy follows the scout association policy.
Listen to the Beavers, Cubs, Scouts and encourage them to participate in the activities.
Interact with the Beavers, Cubs, Scouts helping them with activities and generally encouraging them to try their best. Encourage them to find the solutions to tasks themselves by working in a team.
Encourage Beavers, Cubs, Scouts to join in the games and help to referee and ensure fair play!
Try to avoid staying close to your own child – encourage them to work away from you, both of you will have more fun!
If you are asked to get out tables, they are found at the far end of the hall of the main entrance. Chairs are stacked no more than 10 high at the far end of the hall.
Last, but not least, have FUN and enjoy the activities.
If you are unable to do a date you have selected please swap with another parent and please let us know.
This is your copy to keep; a copy will be available on our website for reference.
Younger children may accompany you on your rota evening but they remain your responsibility at all times.
If you have, any queries or concerns at all don’t hesitate to contact the leadership team of the section you are helping with, or contact the Group scout leader