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 email@example.com. 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 members who need membership information to carry out their role have access to that information.
We may share membership data with other local scouting district and other groups where this activity is required to meet our obligations or effectively and safely provide a programme, such as stand in leaders or attending local events. We may 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.
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 a 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 accurate
- 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 is 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 firstname.lastname@example.org. 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 (email@example.com), 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 firstname.lastname@example.org.