Data Privacy Notice

Our Privacy and Fair Processing Notice describes the categories of personal data we process and for what purposes. The Gamlingay and Gransden Scout Group is committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the law in the UK that encompasses the GDPR.

The general data protection regulation is essential to ensure that personal information is kept securely and used only for correct purposes. From the 25th May 2018, the law in Europe changed to tighten further the protection of personal data, this applies to all organisations in or trading with the European Union that have access to personal information. As a Scout Group, we are committed to the protection of the personal information we hold. Under the new regulations, members of a charity’s trustee board are deemed as ‘data controllers’, deciding how data is stored and used. This document outlines the Groups’ procedures for storing and using data.

This privacy statement applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with the Scout Group.

Who are we?

Our Scout Group, Gamlingay and Gransden Scout Group, is a youth charity, registered in England and Wales registered number 299179. 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 The Scout Association, (see www.scouts.org.uk for more information.) As part of The Scout Association, we are not required to be individually registered with the UK Charity Commission.

Every year in July we hold an annual general meeting where members of the charity executive committee (our trustees), are elected, any parent of a youth members can decide to be in the executive at the AGM and every parent has the right to attend the Annual General Meeting.

We are based at The Scout HQ, Cinques Road, Gamlingay, Sandy, Bedfordshire, SG19, 3NJ.

Our Group Trustee Board 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.

Gamlingay and Gransden Scout Group may be referred to as “we”, “the Group” or the “Scout Group” for the purpose of this document. Being a small charity, we are not required to appoint a Data Protection Officer. The contact for Data and Privacy enquiries is our Group Scout Leader, who can be contacted via email; gsl@gamlingayandgransdenscouts.org

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 (the “GDPR”).

2. How we gather personal information

1. The majority of the personal information we hold, is provided to us directly by yourself or by parents / legal guardians of youth members and adult members, in either paper form, digital form or via our online membership systems such as Online Scout Manager or Compass, and 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).
2. 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.

How do we process your personal data?

1. We comply with our obligations under the “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.
2. We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings, events that the Group itself may be running or attending.
3. We use personal data for the following purposes: –

• we collect personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
• personal and medical information for the protection of that person whilst in the care of the Scout Group
• Date of birth – so that we can ensure young people are allocated to the appropriate section for their age and that adults are old enough to take on an appointment within Scouting.
• Health records – so that we can make suitable arrangements based on members medical needs.
• we collect religious data to respect a person’s beliefs with regards to activities, food and holidays
• Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs.
• Gender – so that we can address individuals correctly and accommodate for any specific needs.
• Emergency contact information – so that we are able to contact someone in the event of an emergency or accident.
• Government identification numbers e.g. national insurance, driving licence, passport – to be able to process volunteer criminal record checks (adults only).
• Bank account details, and tax status information – for the collection of membership subscriptions or other payments for camps/events and to collect gift aid from HMRC where donations are made.
• Training records – so that volunteer members can track their progression through the Scout programme or adult training scheme.
• Criminal records checks – to ensure Scouting is a safe space for young people and adults.
• 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 Gamlingay and Gransden Scout Group.

1. We use personal sensitive (special) data for the following purposes:

• For the protection of a person’s health and safety whilst in the care of the Group.
• To respect a person’s religious beliefs with regards to activities, food and holidays.
• For equal opportunity monitoring and reporting.

What is the legal basis for processing your/your child(ren)’s personal data?

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 need to use the information to comply with our legal obligations
• We need to use the information to contact with you, regarding meetings, events, collection of membership fee’s etc, (i.e. for the day to day running of the Group)
• 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.
• The processing is necessary for the persons 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.

5. How we store personal data

5.1 We are committed to the protection of your personal information.

5.2 We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.

• 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.
• 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 registration and / or consent from parents.
• Events coordination with event organisers.
• Award notifications/nominations

5.3 Events information – paper records are used 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. Temporary Spreadsheets or Word documents may be used to administer event information and communication; these records will be erased once the event has occurred and once all administrative needs and requirements pertaining to or arising from the event have been completed.

Events
As a member of Gamlingay and Gransden Scout Group, it is hoped you will take up the opportunity to attend events and camps, where is necessary to fulfil our legal obligations we will be required to potentially 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/camp.

We will ensure:

• Transfer of paper is secure, such as physical hand to hand transfer or registered post.
• Paper forms are securely destroyed after use.
• Secure destruction will be through a shredding machine or securely burned.
• Always keeping the paper records secure, especially when in transit, by using:
  A lockable brief case.
  A lockable filing cabinet if long term stored.
• If transferred to somebody, we will audit that they return them when the event is complete.

5.4 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.

5.5 Gift Aid collection forms, will be securely held by the Groups Treasurer to aid in the collection of Gift Aid for monthly membership subscriptions, we have a legal obligation to retain this information for 7 years after our last claim.

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

6. Sharing and transferring personal Information

6.1 We will only normally share personal information with adult volunteers holding an appointment in the Group, and trustee board members. Your personal data is accessible to adult leaders within your young person’s section of the Group, all Section Leaders in the Group, the Group Scout Leader, the Deputy Group Scout Leader, the Group Chair and the Group Treasurer. All leaders and Trustee Board members have undergone mandatory GDPR training as a requirement for taking on their role in Scouting.

6.2 We will share the personal data of youth members and their parents/guardians with The Scout Association Headquarters for the purpose of managing safeguarding cases. The privacy and security notice for The Scout Association can be found here: https://www.scouts.org.uk/DPPolicy.

6.3 The sharing of this data will be via the Online Scout Manager platform which is used by the Group to manage youth membership. The privacy and security notice for OSM can be found here: https://www.onlinescoutmanager.co.uk/security.html

6.4 Adult volunteers:
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the Group, as well as with The Scout Association Headquarters as data controllers in common.

6.5 All data subjects:
We will however share your personal information with others outside our Scout Group where we need meet or enforce a legal obligation. This may include, Biggleswade District Scouts, Bedfordshire County Scouts, The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

6.6 If you move from Gamlingay and Gransden Scout Group, to another Scout Group or Explorer Scout Unit we will transfer your personal information to them via Online Scout Manager.

6.7 We will never sell your personal information to any third party for the purposes of marketing.

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

6.9 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.

6.10 Third Party Data Processors
Gamlingay and Gransden 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
• Google occasionally used for secure transfer of limited personal information for events.

6.11 Automated decision making
Gamlingay and Gransden Scout Group does not have any automated decision-making systems.

6.12 Transfers outside the UK
Gamlingay and Gransden Scout Group will not transfer your personal information outside of the UK, with the exception where an Event is taking place outside of the UK 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.

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.

8.1 We will retain your personal information throughout the time you/your child(ren) are a member of Gamlingay and Gransden Scout Group.

8.2 We will retain your full personal information for a period of one year after you have left Gamlingay and Gransden Scout Group and in a much more limited form (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.

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

9. Your rights and your personal data

9.1 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.

9.2 Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

• The right to be informed – you have a right to know how your data will be used by our Scout Group.
• The right to access your personal data – you can ask us to share with you the data they have about you!
• The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. You can view and edit your personal information directly on our online membership systems Online Scout Manager and Compass.
• The right to erasure – this means that you have the right to request that we delete any personal data they have about you. 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, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem is resolved.
• The right to data portability – this means that if you ask us, we will have to share your 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 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.

9.3 Please contact your child(ren)’s leader, our Group Scout Leader or our Data Protection Lead for more information, in the first instance.

9.4 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.

10. Further processing

If we wish to use your 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.

11. How might website cookies be used?

11.1 When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence.

11.2 We also use cookies provided by trusted third parties, such as submitting data via google forms or Microsoft forms. See link for Microsoft and Google’s own privacy statements.
https://policies.google.com/
https://privacy.microsoft.com/en-gb/privacystatement

12. Contact Details?

12.1 To exercise all relevant rights, queries of complaints please in the first instance contact our Data Protection Lead at Gamlingay and Gransden Scout Group, Cinques Road, Gamlingay, Sandy, Bedfordshire, SG19, 3NJ or email: – gsl@gamlingayandgransdenscouts.org

12.2 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.