Data Protection Act 2018 (GDPR)

This notice is issued in accordance with the General Data Protection Regulation and the Data Protection Act 2018.  

These Regulations govern how Personal Information (PI) can be handled and how it must be protected by Data Controllers. Because of the information held on its members, 4th Bramhall Scout Group is classed, under those Regulations, as a Data Controller, and must comply with the Regulations.  For general information about these Regulations and how they apply in Scouting, see further guidance on The Scouts Data Protection Policy.

The Data Protection Act 1998 governs the collection, recording, storage, use and disclosure of personal data, whether such data is held electronically or in manual form.  Young people have the same rights as adults under the Act.  

Why are we processing your data?

So that we can safely deliver Scouting within the Group, each Section and the Group Trustees will need to hold personal information about our members, their parents/carers and our adult volunteers (the Data Subjects).

Personal data will only be collected and used for the purpose of activities directly relating to Scouting and/or a person’s membership or association with Scouting.

We will use this information to contact you both routinely e.g. newsletters and for invitations to Scouting events that we are running or planning on attending, and in an emergency.

Where will the data be held?

We utilise Online Scout Manager (OSM), a third party online management system (Data Processor) for handling, collecting and storing personal data relevant to the day to day running of the Scout Group. This system has been developed specifically for Scouting. More information about the security measures employed by OSM, to protect all personal data can be found here.

We store all of the Personal Data held by the Group, on its members, on this online platform and conducts all reviews and updating of information held, payments, bookings, etc. through this system.  No paper records of this information is held, although, on limited occasions, records may be printed out for taking to events/camps/sleepovers, where online access may not be possible.  These physical records are then destroyed after the event.

We provide all parents with permanent access to their personal information records, held by the group, on this online system, which is available for remote access by all parents at any time, following their setting up an account with secure login (required to make payments, confirm attendance to events, etc).  All parents are required to ensure that information held by the Group is up to date and they are able to amend/update records as they might change. The Group also sends out an annual reminder to all parents asking to undertake this review.

OSM processes or records payments for subs, camps, and events as far as possible using the GoCardless online payment system. Information about how this system processes your data can be found here.  This is a secure online payment system to allow parents to safely and easily make payment for their child.

Personal Information held on adult members of the Group is handled through the Scout Association Online System. This has been developed and is managed by the Scout Association for the recording of adult details, training, permits, DBS Disclosures, etc. Information about the use of this system in the context of GDPR can be found here.

As far as possible, all email correspondence to and from us including any correspondence with third parties, parents and for hall hire is undertaken through encrypted Microsoft office 365 email addresses, which is organised by our Scout County, with some of this correspondence generated by Online Scout Manager.

We use Microsoft 365 OneDrive, SharePoint & Teams, which are online cloud storage services for storing Group records (e.g programmes, consent forms, archive files, financial records) and photographs. More information about the security measures employed by Microsoft 365 can be found here.

Sometimes we run meetings online, and for these we use Zoom or Microsoft Teams.  Zoom & Teams is a video-conferencing and online chat platform that has been approved for use within Scouting by The Scout Association.  More information about Zoom’s GDPR policy can be found here.

Photographs, videos and audio recordings may be taken of our members taking part in Scouting activities and temporarily stored on personal computers, personal smartphones or personal cameras held by the Section Leaders.  These are then transferred to Facebook or our Microsoft 365 Storage.

All text/phone call correspondence is conducted through personal mobile telephones held by the Section Leaders.   

What data will we process?

The data we will process about our members will include but is not limited to names, dates of birth, addresses, email addresses, telephone numbers, doctor’s details, health conditions including allergies, dietary requirements, payment information, gift aid registration, and anonymised ethnicity information.

Photographs, videos and audio recordings may be taken of our members taking part in Scouting activities and we publish these on our Facebook page to promote the Group.  

Occasionally, we may submit Photographs or Videos to local newspapers, the Group, District, or County newsletters, websites or put on display for the sole purpose of promoting Scouting.  

We will never provide the names of any young person when using any of the above media, without the express permission of parents, in writing.

Who will have access to this data?

Members of the 4th Bramhall Scout Group Leadership Team and Trustee Board will have varying levels of access to this information according to their role and information needs.  Everyone who has access to this data holds a Scouting Enhanced DBS certificate.

The Group is part of the Ladybrook Valley District Scouts Council (the District) and Greater Manchester East County Scout Council (the County).  The Group will periodically join in events that are run by the District or the County.  For these events, essential data required to provide safe scouting may be shared with the organisers for the purpose of the event only. 

We may also share waiting list records with the District and with other Groups in the District in order to accelerate young people on our waiting list getting a space in Scouting within the District. 

If our waiting list is full, we may transfer waiting list records to the District waiting list.  We will notify you of this transfer by email.

As part of a larger Scouting Organisation, the Group shares certain records/information held from time to time with the Scout Association headquarters.  No information is passed outside the Scout Group to Third Parties unless required by law – for example booking flights.

How long do we retain the data for?

We will retain data for as long as the Data Subject remains a part of our Group and for up to 12 months thereafter. After 12 months, we will retain some data in a more limited form (just name and badge records). We will also keep any Gift Aid information for the statutory 7 years as required by HMRC.

If a member moves to another Scout Group using OSM your information will be transferred unless you ask us not to.

Individuals can request a copy of their personal data by making a Subject Access Request (SAR) to us.

If you have any questions related to the Data we hold, or any questions about your rights please contact us via our contact page https://4thbramhall.org.uk/contact-us/.

Any personal information provided by you to 4th Bramhall Scout Group will only be used for the following purposes by the Scout Group: 

  • Keeping & Updating online membership records; 
  • Contacting you in relation to group activities.  We will not send you unnecessary or “spam” e-mail.
  • Creating a membership file on the Scout Associations Compass System and/or the Online Scout Manager System.
  • Collecting and holding census data for The Scout Association, including Ethnicity, Age, & Disability’s.

Any personal information received from you will be retained by us and not sold transferred or otherwise disclosed to any third party, unless such disclosure is required by law. 

Privacy Policy

Some of our web pages may use cookies and other tracking technologies. A “cookie” is a small text file that may be used for example to collect information about web site activity. Tracking technologies may record information such as Internet domain and host names; Internet protocol addresses; browser software and operating system types; dates and times that our site is being accessed. Our use of cookies and other tracking technologies allows us to improve our web site and your web experience. Cookies can be disabled in your web browser settings.

By registering with 4th Bramhall Scout Group, you consent to the terms and conditions herein and to the Scout Group’s processing of your personal data for the purposes set out above. 

This data protection and privacy policy statement relates solely to the information provided by you on the Personal Information form and through Online Scout Manager/Microsoft Waiting list form. This information includes your registration details, any additional information you choose to submit.

This website contains links to external internet sites. This privacy statement applies only to https://4thbramhall.org.uk/

This privacy policy is not intended to, and does not, create any contractual or other legal rights.

Disclaimer

The views expressed on this website are not necessarily those of the Scout Association, nor is its content in any way endorsed or monitored by them.