Draft Policy Pending Approval of the Group Executive Committee
Scouting is a membership organisation. When adults and young people apply to join the Group we collect and process personal data. This information provides emergency contact details and is also used to help ensure our programme is challenging yet inclusive. We also record member’s progress through the Scout training and award schemes. Sometimes we may pass some of your data onto a third party – e.g. to process membership data, to allow online payment or to allow members and their family to attend an externally-run activity.
In these cases the use of your data is governed by that third party’s privacy notice:
- Current membership and progress data using Online Scout Manager operated by Online Youth Manager Ltd – see their security policy.
What data do we collect?
As part of local Scouting, sensitive personal data (also known as special category data) is gathered, processed and transferred frequently.
How we use your personal data
We gather personal data about the members of the Group. This is supplied by you at the time of joining, as an adult volunteer or by or on behalf of a young person.
We process this data for the purposes of events, awards, and when members move on to the next section. We will ask you to keep it up to date.
The Group submits annual reviews of aggregated census data to The Scout Association to allow it to monitor growth of the movement and compliance with key policies.
We may use your data to help us manage health and safety or safeguarding incidents where data may need to be transferred to third parties for assistance and/or to comply with relevant legislation.
How you can check and update your data
At any time, adults members, parents and guardians can check and update the data we hold about you and any youth member(s) you care for on Online Scout Manager. Unique secure login details are sent to you upon joining and you are invited to create your own personal account. Lost/replacement access details can be obtained upon request via the Group Scout Leader using the details on the Group Executive contacts page.
To request a copy of your personal data that we hold (a Subject Access Request) , please send your details in writing to the Group Scout Leader via the address on the Group Executive contacts page. All such requests must include:
- Your name, address and a contact number (so that we can confirm your identity and know where to send the results)
- A cheque for £10 (made payable to the “1st Stocksfield Scout Group”) to cover the processing costs .
Acknowledgement of receipt will be issued to all requests following this process. Requests submitted without payment will not be processed.
Last updated 14th May 2018.