| What is this privacy notice/policy? | This Data Privacy Notice/Policy describes the categories of personal data 1st Lower Earley Scout Group process and for what purposes. 1st Lower Earley Scout Group are 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 UK law that encompasses the GDPR. This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with 1st Lower Earley Scout Group. | |
| Who we are | 1st Lower Earley Scout Group are an excepted charity by the Charity Commission for England & Wales. The Data Controller for 1st Lower Earley Scout Group is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Ian Aitken [email protected]. From this point on 1st Lower Earley Scout Group will be referred to as “we”. Being a small charity we are not required to appoint a Data Protection Officer. | |
| The data we may process | The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership systems. The privacy and security notice for our youth membership system can be found here: Online Scout Manager (OSM): Security and GDPR In the case of adult members and volunteers, data may also be provided by third parties, such as the England and Wales – Disclosure and Barring Service (DBS).. Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person. We may collect the following personal information: Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you. 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 with Scouting. 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. Government identification numbers e.g. national insurance, driving licence, passport – to be able to process volunteer criminal record checks. Bank account details – so that we are able to reimburse volunteers for expenses incurred. Tax status information – so that we can collect gift aid from HMRC where donations are made. training records – so that members can track their progression through the Scout programme or adult training scheme. Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs. Health records – so that we can make suitable arrangements based on members medical needs. Criminal records checks – to ensure Scouting is a safe space for young people and adults. | . |
| The lawful basis we process your data by | We comply with our obligations under the GDPR and DPA 2018 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. In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members, where such photographs place the data subject as the focal point of the shot. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights. We use personal data for the following purposes: to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 1st Lower Earley Scout Group. 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 Scouting 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 being run or attended by 1st Lower Earley Scout Group. to ensure and evidence your suitability if volunteering for a role in Scouting to contact your next of kin in the event of an emergency to ensure you have and maintain the correct qualifications and skills. 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 1st Lower Earley Scout Group. to respect a person’s religious beliefs with regards to activities, food and holidays for equal opportunity monitoring and reporting. | |
| Our retention periods | We will keep certain types of information for different periods of time in line with our retention policy. We want to make sure that we have up to date records for as long as you are actively supporting Scouts, so for as long as you take actions on our behalf or to engage with us, such as participate in our campaigns, donate to us or correspond with us. Once you are no longer an active supporter, we will remove any personal details from our records of you, to ensure that any information is entirely anonymous. In general, we will keep records of financial donors for at least six years, to meet our requirements for any Gift Aid audit from HMRC. If we have asked for sensitive personal data specific to an event, we will dispose of this data within a month after the event. You can find more detailed information on how long we keep your data for, and other timescales that might apply below. In most cases we will keep records for six years after you last make a donation to us. This ensures that we keep the information we need for any financial audit (including Gift Aid audits). If you are a volunteer who works with young people then we will keep this data for as long as we are required to fulfil our safeguarding responsibilities. What happens at the end of this time period? At the end of this time period, we will remove your personal details from our records, to ensure that they are entirely anonymous. Your right to be forgotten You have a right to be forgotten, which means that you can ask us to delete your personal details before the end of the time limits we’ve listed in the table above. You should know that there are some circumstances where we may need to keep your details, for example, in order to comply with a legal obligation. If this situation occurs then we will explain and discuss these circumstances with you. If you would like to discuss or exercise this right, please do get in touch with us. The Scout Association’s Data Protection Policy can be found here Data Protection Policy | Scouts , the Data Retention Policy can be found here Data Retention Policy | Scouts and the Cookie Policy can be found here Cookie Policy | Scouts | |
| Joint control of membership data | The Scout Association and 1st Lower Earley Scout Group process the data of members, parents/guardians of youth members, volunteers on our membership databases. Volunteer data is processed between the local Scout Groups and The Scout Association. Information The Scout Association and 1st Lower Earley Scout Group hold about volunteers may include the following, members, parents/guardians of youth members data is only held by 1st Lower Earley Scout Group. • name and contact details • length and periods of membership and volunteer service (and absence from membership and service) • details of training you receive • details of any youth badges and awards • details of your experience, qualifications, occupation, skills and any awards you have received • details of Scouting events and activities you have taken part in • details of next of kin or parents details (in the case of youth members) • age/date of birth • details of any health conditions • details of disclosure checks • any complaints we have received about the member • details about your role(s) in Scouting • details about your membership status • race or ethnic background and native languages • religion • nationality Processing Activities The following is a list of common data processing activities for members, parents/guardians of youth members, volunteers data on the membership systems. This includes an indication of which entity carries out this activity which is shared with the other. Processing Activity Description Processing entity Scout Member capture Initial data load of a new Scout Member onto the membership database 1st Lower Earley Scout Group Scout Member disclosure check Disclosure checks for any adult Scout Members that require them 1st Lower Earley Scout Group initiate The Scout Association complete the check Scout Member operational administration This may include: Scout Member data updates Maintaining training record Events attended Permits approved Badges awarded 1st Lower Earley Scout Group and The Scout Association Scout Member disciplinary Scout Member disciplinary detail capturing where a Scout Member has breached POR or any other Scout policy 1st Lower Earley Scout Group initiate The Scout Association involved if severity meets a policy threshold Scout Member leaving The updating of an individual’s membership status post leaving the association. 1st Lower Earley Scout Group Scout Member data reporting Reporting on trends and monitoring data to be able to demonstrate The Scouts impact and to attract funding (this may include optional special category data of the Scout Members) The Scout Association 1st Lower Earley Scout Group may access special category data for Census and local Scouting delivery Scout Member Training The addition of mandatory training for Scout Members, where applicable The Scout Association Scout Member roles definition The definition of Scout Member roles on the membership databases The Scout Association For further details on this joint arrangement please visit here: https://scouts.org.uk/about-us/policy/data-protection-policy-for-early-years-pilots/ | |
| Sharing your information | Young people and other data subjects We will normally only share personal information with adult volunteers holding an appointment in the 1st Lower Earley Scout Group. Personal information such as contact and medical information maybe shared with other parts of the scouting organisation such as Loddon District Scouts and Berkshire County Scouts where young people attend events organised by those groups. 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 1st Lower Earley Scout Group as well as with The Scout Association Headquarters as independent data controllers. All data subjects We will however share your personal information with others outside of 1st Lower Earley Scout Group where we need meet a legal obligation. This may include 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. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will never sell your personal information to any third party. Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations may require us to provide contact details and award nomination details, such as citations to that organisation. We may also shared data on award nominees for National Honours Awards, including the same data as above. Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018. | |
| How we store your personal data | We generally store personal information in the following ways: Membership.Scouts.Org.Uk – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data. Online Scout Manager – is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data. Google forms – for collecting participant data for specific events. Dropbox – for collecting participant data for specific events. WhatsApp – Used for communicating between Leaders and Parents/Guardians and between Leadership teams. Microsoft Teams – Used for communications, planning, and management of the sections. Facebook (closed group) – Used by the sections to show parents/guardians the activities of their youth members. Only where permissions are given. Website ( 1stlowerearleyscouts.org.uk) – Pictures stored on website to show the activities of our sections. In addition adult volunteers may hold some personal data on local spreadsheets/databases. Printed records and data held while attending events – paper is sometimes used to capture and retain some data for example: Gift Aid administration Event registration Health and contact records forms (for events) Events coordination with event organisers Paper records for events 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. | |
| 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. | |
| How we provide this privacy notice | A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request. | |
| Your rights | As a Data Subject, 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 Information Commissioner’s Office (www.ico.org.uk) Unless subject to an exemption under the GDPR and DPA 2018, 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 us. The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request. The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system. The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons. The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue 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. 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, it’s highly unlikely that this will be used by us. | |
| Website Cookies | Forms related cookies 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. Third Party Cookies In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site. This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Privacy information page. This site supports the Woocommerce plugin to allow use to market products via our website. The cookies used by Woocommerce are detailed here. | |
| Who to contact | If you have any queries relating to this Privacy Notice or our use of your personal data, please contact the Trustee Board Chair: Ian Aitken [email protected]. | |
| Version number and date of the last review | Version 3.0 – [8th April 2025] |
