Privacy Policy

What is this privacy policy?

This privacy policy sets out what we do with personal data and what you can expect from us when we process this data.

What data do we collect?

We collect personal data (including sensitive personal data) about members of our scout group, their parents and guardians, and volunteers.

Data we collect includes the following:

  • name and contact details
  • dates of birth
  • details of health conditions
  • race or ethnic background and native languages
  • religion

Why do we collect this information?

We use this information to communicate with you and to carry out our obligations as Scout Leaders.

We have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin). We also collect additional data for one-off events.

The activities we carry out as part of scouting that may require the use of personal data include:

  • ensuring the safety of the children and young adults in our care
  • managing volunteers
  • managing membership records
  • updating members and their parents and guardians about events
  • financial accounting
  • fundraising
  • processing Gift Aid applications

How do we collect data?

We collect data through a variety of methods, including:

  • a contact form on our website
  • email
  • printed forms

When is data deleted?

We keep information for different periods of time for different purposes as required by law or best practice.

We keep membership information throughout the membership and after it ends due to our legal responsibilities relating to the safeguarding of young people.

Data relating to a single event is destroyed soon after the event.

Who has access to personal 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 share some data within the Scout Association. We may also occasionally share data with third parties who provide activities.

We do not store credit card details, nor do we share data with third parties without permission.

Where is the data stored?

Membership data is securely stored in an online membership system called “Online Scout Manager (OSM)”. It is not stored within this website.

Data relating to a single event is usually stored in paper format.

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:

  • you may check the accuracy of the data we store about you
  • you can request erasure of the data we store about you
  • you can request a copy of your data
  • you can ask us to cease processing your data

If you wish to contact us to exercise these rights, or for any further queries on this privacy policy, please contact us using our enquiry form.