Updated: August 2021
If you are a young(er) person, you might like to read the young people version. Find out specifically about how the data we collect is used and why we do it here.
What is this Privacy Notice?
This Privacy Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.
The ‘Data Controller’ is the organisation responsible for managing the data. For the purposes of this Privacy Notice, the Data Controller is the 11th Folkestone (St. John’s) Scout Group, registered charity in England & Wales, no. 285558. We can be contacted through our web page at 11thfolkestonescouts.org.uk, using the ‘Contact Us’ block at the bottom of the home page, or by email to firstname.lastname@example.org. We are not required to register with the ICO.
Why do we collect data?
We collect data to communicate with you and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you, both during your membership and some basic information afterwards (due to our safeguarding responsibilities and also to help us if you leave or re-join). In addition, we may collect data for registration to events, including nights away, in some cases this data will be Sensitive Personal Data, which we ask for to allow us to provide appropriate care for members whilst under our supervision. We collect this data to:
- enable us to provide a voluntary service for the benefit of the public;
- manage our volunteers
- manage our membership records
- update you on events and
- conduct surveys on our performance
- enable financial accounting and planning
- fundraise for the Scout Group
- process Gift Aid applications
Where do we get the data from?
We gather data through a variety of methods, these include:
- contact form on our website or by email;
- waiting lists for new members;
- joiners forms;
- regular parental updates;
- event registration forms
How long do we keep the data?
We may keep information for different periods of time for different purposes as required by law or best practice.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and limited information after it ends.
Who has access to the data and who do we share it with?
Only those volunteer adults who need membership information to carry out their role have access to that information.
We may share membership data with other local scouting districts, counties and other groups where this activity is required to meet our obligations or effectively and safely provide a programme, such as to stand in leaders or attending local events. We also share data with The Scout Association (our parent organisation) when required to do so. We do not store bank details, nor do we share data with third parties without permission.
Data protection for Squirrel families
The Scout Association processes the personal data of you (as a parent) and your child (including sensitive data) on our membership databases; this includes your data if you become a volunteer. This data’s shared between your local group (11th Folkestone) and Scouts UK HQ.
Information Scouts holds about you and your child may include the following:
- name and contact details
- details of any youth badges and awards
- details of Scouts events and activities you’ve 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 about your role(s) in Scouts
Further optional personal data may also be processed to assist Scouts in monitoring its impact, such as:
- race or ethnic background and native languages
For further details and a full list of what personal data’s processed, why it’s processed and for how long, please visit the Scouts HQ Data Protection Policy and the data protection policy of your local group (11th Folkestone).
Where will the data be stored?
This data is securely stored as paper records in a locked filing cabinet in the Group Office with strictly controlled access, in an online membership system (Online Scout Manager for young person information and TSA’s Compass system for adult volunteers) and limited information stored as electronic documents in secure storage solutions both locally in the Centre using a compliant cloud service. We take data security seriously.
What are your rights to your Personal Data?
As a Data Subject you have rights over your own data that you can exercise at any time, these are:
- data is accurate – we must keep your data up to date
- data is erased – we must erase data if not needed or requested by you, that is not excessive and is possible
- data is portable – we must provide a copy of your data back to you
- data processing is limited – we must cease a processing activity if you object to it
- consent withdrawal – we must allow you to withdraw consent at anytime (this may impact on the membership services we can provide you).
In the event that you wish to contact us to exercise these rights please contact our Data Protection Champion on email@example.com. We may ask for you to provide identification documents to ensure we are keeping your data safe.
How can a subject know what data is held?
You may see a copy of the data we hold about you, by request to the Data Protection Champion (firstname.lastname@example.org), and you may ask that we correct any inaccuracies. Indeed, we positively welcome being updated about the data we hold.
Need to know more?
If you require any further information, please contact the Data Protection Champion at email@example.com.