Data Privacy Notice

1st Sandwell Scout Group

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).

  1. Who are we?
    Our Scout Group, 1st Sandwell, 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. The UK Scout Association is incorporated by Royal Charter and our Scout Group is a registered member of the Association (membership number 10011455 see www.scouts.org.uk for more information). We are registered with the UK Charity Commission (Registered Charity Number 1179166 see www.gov.uk/government/organisations/charity-commission for more details).

Every year in May/June we hold an Annual General Meeting (AGM) where members of the charity executive committee (our trustees), are elected; any parent of a youth member can be nominated to be elected on to the executive at the AGM and every parent has the right to attend the AGM.

We are based at Marston Grove, Great Barr, Birmingham B43 5ED.

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.

  1. Your personal data – what is it?
    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).

How we gather personal information
The majority of the personal information we hold, is provided to us directly by volunteer leaders 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.

  1. How do we process your personal data?
    We comply with our obligations under the GDPR by keeping all 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 so that we 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.

Specifically we use personal data for the following purposes: –

  • we collect personal and medical information for the protection of that person whilst in the care of the Scout Group
  • we collect religious data to respect a person’s beliefs with regards to activities, food and holidays
  • to enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
  • to administer membership records
  • to fundraise and promote the interests of the Scout Group
  • 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 running at 1st Sandwell Scout Group
  1. What is the legal basis for processing your/your child(ren)’s personal data?

We only process personal information where is permitted by the laws that protect your privacy rights. These are; Contract, you/your child(ren) is/are a member of the Scout Group, Legitimate Interest, where we provide information about the Scout Group’s activities and Consent, where you have provided the information to us.

We only use personal information where:

i. we need to use the information to comply with our legal obligations

ii. we need to use the information to contact with you regarding meetings, events, collection of membership fees etc., (i.e. for the day to day running of the group)

iii. it is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services within scouting

iv. the processing is necessary for the person’s legitimate interests or the legitimate interests of our Scout Group unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests

  1. How we store personal data

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, on local secure computers in spreadsheets and on mobile phones.

Compass: – is the online membership system of The Scout Association, this system is used for the collection and storage of adult personal data.

Online Scout Manager: – is an online membership system run by Online Youth Manager Ltd; this is a secure membership database where we store the personal information of adults and youth members for the day to day running of the group.

Local secure computer: – the Treasurer of 1st Sandwell maintains a database of all members for the purpose of monitoring membership fees.

Leaders’ mobile telephones: – section leaders maintain a list of names and telephone numbers on their mobile phones, to enable information to be passed quickly to individual members/parents/carers.

Printed records and event data
Paper is still used within the sections to capture and retain some data for example the following: –

• New joiners’ form
• New joiners’ waiting lists
• Health and contact records update forms
• Gift Aid Collection forms
• Events consent from parents
• Events coordination with event organisers
• Award notifications/nominations

In the case of joining forms, health and contact update forms, this information is securely held by the leader or waiting list manager, 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 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.

Events
As a member of 1st Sandwell Scout Group it is hoped that a young person will take up the opportunity to attend events and camps. To fulfil our legal obligations on these occasions, we will be required to access and transport personal information via paper, 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/camp.

We will ensure that:

• the transfer of paper is secure, such as physical hand to hand transfer or registered post

• the paper forms are securely destroyed after use either via a shredder or burned

• any paper records are kept secure, especially when in transit, by using:
i.          lockable brief case.
ii.         a lockable filing cabinet if stored long term

• if data is transferred to a third party, we will audit that they return any paperwork when the event is complete.

Awards
Sometimes we may nominate a member for national award, (such as Queen’s Scout or Duke of Edinburgh award), such nominations would require that we provide contact details to the awarding organisation; this is most often done on paper via registered post.

  1. Sharing and transferring personal Information
    We will only normally share personal information amongst our Scout Group leaders and 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, Sandwell Scout District, West Mercia Scout County, The Scout Association and it insurance subsidiary “Unity”, local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

If you move from 1st Sandwell Scout 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.

Sometimes we may nominate a member for national award, (such as Scouting or Duke of Edinburgh award) such nominations would require we provide contact details to that organisation.

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 seek your consent.

Third Party Data Processors
1st Sandwell Scout Group employs the services of the following third-party data processors: –

  • The Scout Association via its adult membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check.
  • Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, event and attendance records etc. We have a data processing agreement in place with online youth manager; more information is available at https://www.onlinescoutmanager.co.uk/security.php

Automated decision making
1st Sandwell Scout Group does not have any automated decision-making systems.

Transfers outside the UK
1st Sandwell Scout Group will not transfer your personal information outside of the UK, with the exception of where an event is taking place outside of the UK and it is necessary to provide personal information in order 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.

  1. How do we protect personal data?
    We take appropriate measures to ensure that the information discussed to us is kept secure, accurate and up to date and kept only for as long as necessary for the purpose for which it is used.
  2. How long do we keep your personal data?
    We will retain your personal information throughout the time you/your child(ren) are a member of 1st Sandwell Scout Group.

We will retain your personal information for a period of one year after you have left 1st Sandwell Scout Group (so that it is available should you/your child(ren) return), in addition, certain aspects of your information (just name, badge and attendance records) for a period of up to 15 years (or until the age 21) to fulfil our legal obligations for insurance and legal claims.

We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21)

  1. Your rights and your personal data
    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 the GDPR, you have the following rights with respect to your/your child(ren)’s personal data: –

  • The right to be informed – you have a right to know how your/your child(ren)’s data will be used by our Scout Group.
  • The right to access your/your child(ren)’s personal data – you can ask us to share with you the data we have about you/your child(ren).
  • The right to rectification – this just means you can update your/your child(ren)’s data if it’s inaccurate or if something is missing.
  • The right to erasure – this means that you have the right to request that we delete any personal data we hold about you/your child(ren). There are some exceptions, for example, some information can be held for legal reasons.
  • The right to restrict processing – if you think there’s something wrong with the data being held about you/your child(ren), or you aren’t sure if we are complying to rules, you can restrict any further use of your/your child(ren)’s data until the problem is resolved.
  • The right to data portability – this means that if you ask us we will have to share your/your child(ren)’s 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/your child(ren)’s data is being used. This should make it easier to avoid unwanted marketing communications and spam from third parties.
  • 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 a human input.

If you wish to exercise any of these rights, please contact your child(ren)’s leader, our Group Scout Leader or our Data Protection Lead for more information, in the first instance (see contact form below).

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.

  1. Further processing
    If we wish to use your/your child(ren)’s personal data for a new purpose, not covered by this Data Protection 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.
  2. Contact Details
    To exercise all relevant rights, raise any queries or complaints please in the first instance contact our Data Protection Lead at 1st Sandwell Scout Group; email DPL@1st-sandwell-scout-group.org or use the contact form below.
    You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

July 2018

Next review: July 2024 or any change to the legislation

Contact Form