Saffron Walden Scout District and Groups
Privacy and Fair Processing Notice
Our Privacy and Fair Processing Notice describes the categories of personal data we hold and 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).
Who we are
The Saffron Walden Scout District and associated Groups (Saffron Walden Scout District/Groups) are members of The Scout Association which is incorporated by Royal Charter. We are not required to be registered with the UK charity commission as we are classed as sub branches in the Royal Charter. See http://scouts.org.uk for more information.
Every year between April and September, we hold annual general meetings where members of the charity executives are elected. Any parent of a youth member can choose to stand for election on the executive at their District/Group AGM and every parent has the right to attend the associated AGM. The Saffron Walden Scout District Headquarters are based at 54A, High Street, Saffron Walden Essex CB10 1EE.
How we gather personal information
The majority of the personal information we hold on you is provided to us directly by yourself or by parents / legal guardian in either paper form or via our online membership system.
Where a member is under the age of 18, this information will be obtained from a parent / guardian and cannot be provided by the young person; however we will accept and potentially record any personal information, such as about any ongoing medical treatment from any member no matter their age.
How we use your personal information
We collect your personal and medical information for the protection of that Person whilst in the care of the District/Group.
We process the data to have the ability to contact the member, parents and guardians and inform them of meetings or events that the District/Group may be running or attending. We keep records of the achievements of members.
For clarity, personal information about a youth member (under 18) will also include personal information about parents, guardians and other adults where this has been supplied to us in relation to the membership of the young person.
Our legal basis for using your personal information
We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:
a) We need to use the information to comply with our legal obligations.
b) We need to use the information to safely deliver the activities and events that we organise.
c) We need to use the information to contact you, regarding meetings, events, collection of membership fees, etc., i.e. for the day to day running of the District/Group.
Sharing and transferring personal Information
We will only normally share personal information within the District/Group Leaders and associated executive members. Such sharing will only be done where there is a justifiable reason to do so.
We will however share your personal information with others outside the District/Group where we need to meet or enforce a legal obligation.
Specific permission to provide personal information will be sought if it is necessary to do so to contact organisers of third party events and camps that the member is proposing to attend.
We may also share a member’s personal details with The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement, along with any other insurance company that the District/Group has contracted to provide services. We will only share your personal information to the extent needed for those purposes.
If you wish to move to another District/Group away from the Saffron Walden District, you will need to provide specific permission in order for us to 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 a Scouting or Duke of Edinburgh award) and such nominations would require that we provide contact details to that organisation.
Third Party Data Processors
Saffron Walden Scout District/Groups employ the services of the following third-party data processors:-
The Scout Association (TSA) via its membership system, Compass, which is used to record the personal information of leaders and other adults with roles in Scouting. Compass also has records of other adults who have undergone a Disclosure and Barring Service (DBS) check for Scouting.
Unity Insurance – the Scout Association Insurance company.
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 (for more information, see https://www.onlinescoutmanager.co.uk/security.php).
Google G-Suite and GMail are occasionally used for secure transfer of limited personal information in relation to Scouting.
GoCardless may be used by the District/Groups to facilitate payment of subscriptions and events.
How long we keep your personal information for
We will retain your personal information throughout the time you are a member of Saffron Walden Scout District/Groups.
We will retain your full personal information for a period of six months after you have left Saffron Walden Scout District/Groups, and in a much more limited form (just initials, badge, attendance and similar records) for a period of up to 15 years (until 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)
Automated decision making
Saffron Walden Scout District/Groups do not have any automated decision-making systems.
Transfers outside the UK
Saffron Walden Scout District/Groups 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. Such an event will have its own data collection form which will be securely held and disposed of after the event. Explicit permission will be sought if such a transfer is necessary for event attendance.
Saffron Walden Scout District/Groups are committed to the protection of your personal information.
We generally store personal information in a secure digital online database system where access to that data is restricted and controlled.
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 District/Group.
Printed records and Event data
Paper is still used within Saffron Walden Scout District/Groups to capture and retain some data, for example:-
• 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 all of these written 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.
Where personal data is held in spreadsheets or other electronic document formats, the documents are stored in secure locations with password protection including “cloud storage” locations.
Gift Aid declaration forms will be securely held by the District/Group Treasurers 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.
As a member of Saffron Walden Scout District/Groups 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
a) Transfer and storage of paper is secure.
b) Paper forms are securely destroyed after use (and no later than 6 months after the end of the event).
c) If transferred to another person, we will audit that they return them when the event is complete.
Sometimes we may nominate a member for national award, (such as Queens Scout 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.
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.
Please contact a Leader or a District/Group Scout Leader for more information in the first instance.
In some cases you can view and edit your personal information directly on our online membership system, Online Scout Manager. If this is possible you will be contacted by the Leader responsible for those records.
You have the right to request access to the information that we hold about you (or about a person under 18 for whom you have parental responsibility. This is a “Subject Access Request”. If you wish to make such a request, please contact us via [email protected] or complete the contact request form on www.saffronwaldenscouts.org.uk
Issue 1.0 – 30 May 2018