Our Fair Processing Notice describes the categories of personal data we process and for what purposes. The 6th North Watford Scout Group is 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 the Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR.
This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, contractors, suppliers, supporters, donors and members of the public who will make contact with the 6th North Watford Scout Group.
Who we are
The 6th North Watford Scout Group (from this point on referred to as ‘we’ or ‘the group’) is a member of The Scout Association, which is incorporated by Royal Charter; we are registered with the Charity Commission in England (280945). See http://scouts.org.uk for more information on our charitable status. Our Group executive committee (trustees elected at the Annual General Meeting) is the data controller for the information we collect from you. Being a small charity, we are not required to appoint a Data Protection Officer.
We are based at the 6th North Watford Scout Group Headquarters, East Drive, Watford, Herts. WD25 0AH.
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 of youth members verbally or by either email, telephone, paper form, our website contact page or via our online membership systems. In the case of adult members & volunteers, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service (DBS). Where a member is under the age of 13, this information will only 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. We may also receive information from a previous Scout Group.
We may collect the following personal information:
Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.
Date of birth - so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.
Gender – so that we can address individuals correctly and accommodate for any specific needs.
Emergency contact information - so that we are able to contact someone in the event of an emergency.
Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks.
Tax status information - so that we are able to collect gift aid from HMRC where donations are made.
Training records - so that members can track their progression through the Scout programme or adult training scheme.
Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.
Health records - so that we can make suitable arrangements based on members medical needs.
Criminal records checks - to ensure Scouting is a safe space for young people and adults.
The lawful basis we process your data by
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 through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association.
We use legitimate interest to process photographs & CCTV images as it is not practical to gather and maintain consent. Photographs/ images/ video clips of yourself or your child may be taken during activities and be used within a Scouting context and published to our Group closed Facebook page and placed on our public display boards in the Group HQ (but will not identify individuals in line with Scout Association guidelines). If you do not wish you or your child to appear in these then please confirm, in writing, to the Group Scout Leader, and we will not publish any photographs of you or your child on digital media or our noticeboards from that point forward. We will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored. Where possible, we would seek your explicit consent to use your or your child’s image, video or audio for publishing in national and local Scouting publicity, communications or digital channels. Please note that the group cannot control or stop images being taken by other individuals, parents or organisations not connected to the group. Signage informs all members and visitors that CCTV operates at the Group Headquarters. All images recorded remain the property and copyright of the 6th North Watford Scout Group.
We use personal data for the following purposes:
to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 6th North Watford Scout Group.
to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
to administer membership records
to fundraise and promote the interests of Scouting
to manage our volunteers
to maintain our own accounts and records (including the processing of gift aid applications)
to inform you of news, events, activities and services being run or attended by 6th North Watford Scout Group
to ensure and evidence your suitability if volunteering for a role in Scouting
to contact your next of kin in the event of an emergency
to ensure you have and maintain the correct qualifications and skills
We use personal sensitive (special) data for the following purposes:
for the protection of a person’s health and safety whilst in the care of 6th North Watford Scout Group
to respect a person’s religious beliefs with regards to activities, food and holidays
for equal opportunity monitoring and reporting
Sharing and transferring personal information
We will only normally share personal information within the Group Leadership team and Executive members. We will however share your personal information with others outside the group where we (or an affiliate processing your data on our behalf) are required to do so by law, obligation, regulation or legal proceedings. This may also include organisers of events and camps the member is attending, such as Watford North Scout District, Hertfordshire Scouts, The Scout Association or other Scout Groups if your child will be joining another group or where we are jointly organising an activity etc. so they may fulfil any legal obligations. We may also share personal details with The Scout Association and its insurance subsidiary “Unity”, along with any other insurance company or insurance agent the Group, Watford North Scout District or Hertfordshire Scouts has contracted to provide services. We would also share details in response to a valid, legally compliant request by a relevant public authority or law enforcement agency. If you move from the 6th North Watford Scout Group to another Scout Group or Explorer Scout Unit, we may transfer your personal information to them. We would also share details during an emergency when we believe physical safety is at risk if not sharing the details would cause harm or distress. In all cases we will only share personal information to the extent needed for those purposes. Sometimes we may nominate a member for a local or national award, (such as a Scouting or Duke of Edinburgh award); such nominations would require we provide contact details to that organisation. We will never sell your personal information to any third party for any reason without your explicit consent.
We will share CCTV images in response to a valid, legally compliant request by a relevant public authority, law enforcement agency, court or insurance company.
Third Party Data Processors
The 6th North Watford Scout Group employs the services of the following third-party data processors: -
The Scout Association via its membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check.
Unity Insurance (The Scout Association Insurance company)
Online Youth Manager Ltd (Online Scout Manager) which is used to record personal information, badge records, event and attendance records etc, more information is available at https://www.onlinescoutmanager.co.uk/security.php
Microsoft – Office 365 products - used for email services and occasionally used for secure transfer of limited personal information
Google – used for email services and occasionally used for secure transfer of limited personal information.
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.
How long we keep your personal information for
We will retain your personal information, throughout the time you are a member of 6th North Watford Scout Group or for the relevant duration needed for administration of an Event, Activity, Expedition, Hall Hire or Training Course that you are taking part in. We may retain your full personal information for a period of up to 15 years (until age 21) to fulfil our legal obligations for insurance and legal claims. Name, badge and attendance records and photographs may be kept indefinitely for historical interest. We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21).
CCTV images will be retained for no longer than 30 days from the date of recording unless required for evidential purposes, the investigation of an offence or as required by law. Images will be automatically overwritten after this point. Where an image is required to be held in excess of 30 days, the Group Scout Leader, Scouter in charge or Group Chairperson will be responsible for authorising such a request. Images held in excess of their retention period will be reviewed on an annual basis and any not required for evidential purposes will be deleted. Access to retained CCTV images is restricted to the Group Scout Leader, Scouter in charge or Group Chairperson and other persons as required and as authorised by them.
Automated decision making
The 6th North Watford Scout Group does not have any automated decision-making systems.
Transfers outside the UK
The 6th North Watford Scout Group 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, although generally such an event will have its own data collection form.
The 6th North Watford Scout Group is committed to the protection of your personal information. We may store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
Compass: - is the online membership system of The Scout Association, this system is used for the collection and storage of Adult personal data.
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 group.
Spreadsheets:- these are password protected and used to store data for local use.
Printed records and Event data:- Paper is used to capture and retain some data for example the following: -
• New youth joiner form • Event sign up forms • Health and contact records forms for events. • Gift Aid Collection forms. • Event consent from parents. • Event coordination with event organisers. • Award notifications/nominations. • Hall Hirer contact details. • Fundraising event attendee contact details.
In the case of these forms, this information is securely held by the leader or event organiser, and may be transferred to our secure digital systems as soon as possible (where this is relevant) before the paper form is securely stored or destroyed. Gift Aid collection forms will be securely held by the Group Treasurer to aid in the collection of Gift Aid for donations we receive.
Where it 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 paper forms are securely stored or destroyed after use, secure destruction will be through a shredding machine or securely burned. Paper records will where possible be long term stored in a locked case or cabinet.
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:
The right to be informed – you have a right to know how your data will be used by us.
The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.
The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.
The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
The right to object – you can object to the ways your data is being used.
Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input, it’s highly unlikely that this will be used by us.
Changes to this privacy notice
From time to time we may update this privacy notice. You can see the latest version on display in the Scout HQ, on this website or you can request a copy be sent to you. If we make a significant change to how we use your information, we will let you know in advance.
Who to contact
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the contact page.