This Data Privacy Notice describes the categories of personal data 1st Cringleford Scout Group process and for what purposes.
1st Cringleford 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 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 Cringleford Scout Group.
1st Cringleford Scout Group are a registered charity with the Charity Commission for England & Wales; charity number 1111174.
The Data Controller for 1st Cringleford Scout Group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Chris Price.
From this point on 1st Cringleford Scout Group will be referred to as “we”.
Being a small charity, we are not required to appoint a Data Protection Officer.
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 system Compass. In the case of adult members and volunteers, data may also be provided by third parties, 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 or guardian and cannot be provided by the young person.
We may collect the following personal information:
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 that it is necessary for the performance of a contract with you or that it is necessary for our legitimate interests in providing scouting activities. We may also on occasion process personal data to protect the vital interests of an individual.
Where we process personal data on the basis of your consent we will specifically request this at the relevant time and you are able to withdraw this consent at any time by contacting the relevant leader or the Group Scout Leader.
We use personal data for the following purposes:
We may use certain sensitive personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health or data concerning a natural person’s sex life or sexual orientation which are categorised as special categories data under the GDPR for the following purposes:
We will retain personal information for no longer than is necessary for the purposes for which it is processed. This may include retaining certain personal data after an individual has ceased to be a member of 1st Cringleford Scout Group.
We will normally only share personal information with adult volunteers holding an appointment in the 1st Cringleford Scout Group as well as with The Scout Association Headquarters.
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 Cringleford Scout Group as well as with The Scout Association Headquarters.
We will however share your personal information with others outside of 1st Cringleford Scout Group where we need to meet a legal obligation or for the purposes of preventing or detecting crime. 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 would require us to provide contact details to that organisation.
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.
We generally store personal information in the following ways:
In addition adult volunteers will 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:
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.
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.
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.
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:
When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember your user details for future correspondence and to aid navigation through the 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.
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by contacting the Group Scout Leader at firstname.lastname@example.org
Version 1.0 October 2018