108th Pentland Scout Group : 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 Personal Data.
What data are we gathering?
We may hold Personal Data (including Sensitive Personal Data) about members, parents/guardians and volunteers. We believe it is important to be open and transparent about how we will use your Personal Data. Information we may hold includes the following:
- name and contact details;
- age/date of birth;
- details of any health conditions;
- race or ethnic background and native languages
- bank or credit card details via GoCardless (we do not have access to your details except Bank name and 2 digits from your account number and payments you have made).
- data required for Gift Aid purposes.
Why do we collect this information?
We use this information to communicate with you and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you to assist with our safeguarding responsibilities. 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. The list of activities we carry out as part of Scouting that may require the use of Personal Data include:
- To enable us to provide a voluntary service for the benefit of the public;
- To manage our volunteers
- To manage our membership records
- To update you on events
- To conduct surveys on our performance
- For financial accounting
- To fundraise for the Scout Group
- To process Gift Aid applications
How do we gather data?
We gather data through a variety of methods, these include:
- Contact form via Online Scout Manager (OSM) or by email;
- Waiting lists for new members;
- Joiners forms;
- Gift Aid forms;
- Event registration forms.
When will we delete this 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, we keep membership information throughout membership of the scout group (from Beavers through to Scouts) and for up to 2 months after the member leaves.
Who has access to this 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 groups where this activity is required to deliver the scouting group obligations, such as stand in leaders or for attendance at wider scouting events where you have signed up for the activity. We may also share data within The Scout Association normally with your consent.
We share summary information including race or ethnic background with the Scout Association for census purposes – this information is requested by the leaders via OSM and then sent to the scout association as a summary – the leaders and the Scout Association do not have accept to information held at member level within OSM which is encrypted.
When you join as a member of our Scout Group, we ask you to provide information to OSM. This is the system we use for maintaining membership and badge records as well as information about events and activities. The information you supply is available to OSM in accordance with their privacy obligations and in particular some of their employees will have access to member records. For more information see https://www.onlinescoutmanager.co.uk/security.html
We do not store credit card details, nor do we share data with third parties without permission. Information supplied by you to GoCardless to enable payments to be made for activities and camps is supplied by you in accordance with GoCardless terms and conditions – see https://support.gocardless.com/hc/en-gb/articles/360000281005
Where will the data be stored?
Data is securely stored on OSM. The leadership team may take copies of information on paper or electronic devices as required for weekly registration, running events or camps. Any paper records are kept in secure lockable storage if not in use and electronic records are held in password protected documents. These are then shredded or deleted when no longer required. We take data security seriously.
Data required to manage our waiting lists are kept in secure, password protected electronic documents that are only accessible to the waiting list coordinator.
Forms completed for Gift Aid purposes are kept in lockable storage accessible only to the Treasurer. These are retained for 7 years after the young person has left the group and then destroyed.
Identifiable images of young or adult members will only be taken and shared if you have given consent, as far as reasonably practicable.
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 withdrawal – we must allow you to withdraw consent at anytime
In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact firstname.lastname@example.org