Keeping data safe
Keeping data safe is very important to us. You can see how we do this from our Privacy Notice and Data Protection Policy.
We need our members help as well. Data we hold must be as accurate as possible. We ask that members (specifically, their parents/guardians) regularly check the information we hold and update it as necessary. Parents can do this at anytime, using the personalised link in any email sent to the registered email address by My.SCOUT (our online membership management system, Online Scout Manager). Click the Personal Details tab to access this area. You will also need the to know the young person’s date of birth for added security. If this does not work, please contact your leader as we may have your young person’s date of person recorded incorrectly.
The member record should be populated with the information parents provided when their young person joined the Group. This will have come from the joining form, Young Person Information form and any subsequent updates completed by parents. The Group Executive Committee (our data controllers) deem the following information as essential and believe we have the correct legal basis for requesting such information for membership.
Red items are required. Black items are optional but recommended where possible.
| Young Person’s first and last name | |
| Young Person’s date of birth | So we can ensure the young person in the correct section by age. |
| Primary Contact first and last name (usually parent) | |
| Primary Contact Address | |
| Primary Contact email address (used for My.SCOUT) | Primary method for communication of programme/events and managing payments for subscriptions and events. We DO NOT provide this information to anyone third parties (other than those that provide a service to us and have confirmed to us that they comply with current legislation) |
| Primary Contact secondary email address (optional) | |
| Primary Contact Phone number (mobile or land line) | To contact a parent in the event of an emergency or for any membership issues. |
| Primary Contact Phone 2 (optional) | |
| Primary Contact 2 first and last name (optional) | |
| Primary Contact 2 Address (optional – if different from Primary Contact) | |
| Primary Contact 2 email (optional) | |
| Primary Contact 2 Phone number (optional) | |
| Primary Contact 2 Phone 2 (optional) | |
| Emergency Contact first and last name (NOT contact 1 or 2) | A different person to Contact 1 and 2 for us to contact in the event of an emergency and that we have been unable to contact Primary Contact 1 or Primary Contact 2 (where given). |
| Emergency Contact Address (optional) | |
| Emergency Contact email 1 & 2 (optional) | |
| Emergency Contact Phone 1 (mobile or landline) | For use ONLY in the event of an emergency as deemed by the leader in charge and ONLY when Primary Contact 1 and 2 (where provided) have been unreachable. |
| Emergency Contact Phone 2 (optional) | |
| Emergency Contact Relationship (family friend/grandparent/etc.) | So the leader in charge knows that they have contacted the right person. |
| Doctor’s name (optional) | |
| Surgery name | For use in an emergency as the emergency services ask for this information. |
| Surgery Address (optional) | |
| Surgery Phone 1 & 2 (optional) | |
| Medical details | Essential to ensure we can keep members safe and adequately provide supervision and assess risks. |
| Allergies | Essential to ensure we can keep members safe and adequately provide supervision and assess risks. |
| Dietary requirements | Essential to ensue we can keep members safe and adequately assess risks. |
| Swimmer (can swim 50 metres unaided) | As an active Group in a seaside town we are often near water and have an active water based programme (kayaking, etc.). Assists with assessing risk and ensuring adequate supervision beyond standard ratios where necessary. |
| School (optional) | Helps us to keep friendship groups together where possible (or apart where necessary!) and ensure dates clash as little as possible. |
| Other useful information (optional) |
