Privacy Notice
This privacy notice applies to all processing of personal information carried out by 151st Bristol Fishponds Baptist Scout Group. We respect individuals’ rights to privacy and the protection of personal and special category information. The purpose of this privacy notice is to explain how we collect and use personal and special category information for the purposes of scouting. ‘Personal Information’ is information about a living individual who can be identified from that information, either by itself or when combined with other information. Special category information is more sensitive information such as race; ethnic origin; politics; religion or health. More information about data protection; what information is covered; what the categories are and your rights can be found on the Information Commissioner’s Office (ICO) website at https://www.ico.org.uk
Who Are We?
151st Bristol Fishponds Baptist Scout Group is an ‘Excepted Charity’ (See https://www.gov.uk/government/publications/excepted-charities ). The Group is made up of Beaver, Cub and Scout sections, and is part of the wider Scouting movement. The objectives of the Group are promoting the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals and as responsible citizens. Activities include arts & crafts, challenges such as orienteering, educational visits, camps, as well as group activities such as parties and family events.
The Information That We Process and Why
We collect various categories of personal and special category information at the start of and for the duration of an individual’s involvement with the Group. We use our best endeavours to limit the information collected and the processing of that information to that necessary for us to safely and effectively provide the Scouting experience to young people and adult volunteers.
Young Person Waiting List
If you submit a membership request to the groups waiting list we will collect basic personal information including name, address, contact details of the parent, guardian or carer and name and date of birth of the young person. The lawful basis under which we will hold and process this information is that we will ask for your explicit consent to keep this information on our waiting list so that we can inform you of membership opportunities.
Adult Volunteer
For adult volunteers we collect basic personal information including names, address, contact details. We also collect some special category information such as medical history and ethnicity and details of criminal history. The lawful bases under which we will hold and process this information are:
– Basic personal information – As part of a contract for you to participate in scouting activities so that we can contact you and as part of our legal obligations to know who is working with our young members.
– Medical information (special category information) – For the protection of the vital interests of the volunteer in emergency situations and for preventative or occupational medicine (ensuring the health, safety and wellbeing of the volunteer whilst they are engaged in scouting activities)
– Ethnicity – Optional – Collected with explicit consent – used in anonymised form to demonstrate the equality, inclusivity and ethnic diversity of The Scouts
– Criminal Records – As part of the joining process information is collected from you about criminal records in order for us to fulfill our safeguarding
responsibilities to our young members. This information is collected and
processed confidentially by a legally authorised third party, on behalf of The
Scouts, and a DBS check is performed. The data collected is determined by the government’s Disclosure and Barring service. Full details can be found by searching www.gov.uk for DBS. Results of DBS checks are returned to the individual, in the advent of an adverse return, then the results are sent to the Brunel Scout District for further action.
Young Person Member
For the young people who are members we collect basic personal information including names, address, contact details. We also collect some special category information such as medical history and ethnicity. This information will be gathered from a holder of parental responsibility over the young person. The lawful bases under which we will hold and process this information are
– Basic personal information – As part of a contract to allow the young person to safely participate in scouting activities.
– Medical information (special category information) – For the protection of the vital interests of the young person in emergency situations and for preventative or occupational medicine (ensuring the health, safety and wellbeing of the young person whilst they are engaged in scouting activities)
– Ethnicity – Optional – Collected with explicit consent – used in anonymised form to demonstrate the equality, inclusivity and ethnic diversity of The Scouts
How Do We Obtain Information?
Waiting List Information
The Group collects this information via paper forms.
Adult Volunteers
Basic information in collected via paper forms. Data is then copied into Compass in association with personal interviews and third-party systems for carrying out DBS checks. Adult Volunteers will be responsible registering with Compass to verify data holdings.
Young members Information
This information is collected via paper forms and then data is transferred to Online-Scout Manager (OSM)
Special events/Activities.
Before special events and activities, such as camping or trips away from the Group’s facilities, The Group will collect in advance, basic and special category information (in particular current medical conditions and medication regimes), for adult volunteers and young members in order to ensure we are fully informed and can ensure their health, safety and wellbeing. Paper forms are issued by the group, and will vary depending on the nature of the Special Event./Activity.
Where Do We Store the Information?
Waiting List Information
This data is held on Paper forms until the information is transferred to Online Scout Manager (OSM). The paper forms are destroyed/shredded once the data is on OSM.
Adult Volunteers.
Adult Volunteer information is subsequently processed on the COMPASS system provided by The Scouts. More details about this system and The Scout Association Data Privacy statement can be found at www.members.scouts.org.uk
Young Members
Information is stored in OSM provided by Online Youth Manager Ltd. More details about this system and OMS’s Data Privacy Statement can be found at https://www.onlinescoutmanager.co.uk
Special Events/Activities.
Information will be stored on paper forms and will be accessible to appropriate members of the event/activities team. Forms will either
be stored securely at the event with the nominated medical officer having access when medical information/medication details when required. or
stored securely offsite from the Special Event/Activity with the nominated medical officer being able to remotely access medical information/medication details when required.
This information may be used to update records already held in OSM/Compass if it shows previous data is not accurate.
Paper Forms will be returned to the individuals after the Special Event/Activity has completed.
Claiming of Gift Aid
Information regarding the payment of ‘subscriptions’ by tax payers is extracted from OSM and used by the Treasurer to claim Gift Aid from HMRC. This information is downloaded from OSM in a form that is acceptable to HMRC. Once sent to HMRC. These electronic forms are destroyed by the Treasurer once Gift Aid for the year in question has been received.
How Long Do We Keep Information?
Waiting List Information
Data will be kept for as long as you wish to remain on the waiting list, or until your child has been offered a place. You will be contacted at least once every 3 months to confirm you still want to be on the waiting list and if the information held is correct. You can request to be removed from the waiting list at any time.
Adult Volunteers
Information will be kept for the duration of your membership of The Scouts. Some information may be retained beyond this period, if the Group is required to do so for legal compliance.
Young Members
information will be kept for the duration of their membership of The Scouts. After this time information will be anonymised removing personal and personal sensitive information and utilized for demand management and trend analysis.
Special Events/Activities.
Printed information utilised for organisation/management of special events/activities will be securely disposed of as soon as practicable after the event/activity. Information gathered on paper during the activity/event may be required to be stored in the appropriate system before the paper copy is destroyed (for example accident reports, where information is stored for longer periods of time for insurance purposes). Individual’s Medical Forms will be returned to the named individuals once the Special Event/Activity has completed.
How does your Data get updated?
Waiting List Information
This data will only be updated if a Parent or Guardian submits an amendment. The Group will consider the data accurate for the duration it is held on the waiting list. You can request to be removed from the waiting list at any time, and have the data deleted.
Adult Volunteers
Leaders will use best endeavours to update their data on Compass annually.
Young Members
Information currently being held regarding Young Members will be issued annually to parents/carers via a paper form for them to either update or verify and validate
Special events/Activities.
Data is requested each time for a special event/activity, as the data is not held by the Group there is no legal requirement to keep data updated.
Who Do We Share Information With
Information provided to the Group is shared with The Scouts head office and with Brunel District Scouts (in the event that young members transition from Scouts to Explorers). Where required appropriate information is shared with event/activity providers.
We will not share your information with anyone else outside the 151st except:
where we have your permission;
with HMRC for the purposes of claiming Gift Aid as applicable where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies around the world;
with third-party guarantors or other companies that provide you with benefits or services (such as insurance cover) associated with your service;
in anonymised form as part of statistics or other aggregated data shared
with third parties; where permitted by law, it is necessary for our legitimate interests or those of a third party, and it is not inconsistent with the purposes listed above.
Information being shared via email, will be issued using “Blind Copy” email facility which will ensure email addresses/details remain anonymous and are not shared with others on the distribution.
What Rights Do You Have?
Access
You have a right to get access to the personal information we hold about you. The holder of parental responsibility can access the personal details of a young person via my.scout (OSM Parents portal) to view and update them as required. If you would like a copy of the personal information we hold about you, please contact the Chair of the Group Executive Committee.
Rectification
You have a right to rectification of inaccurate personal information and to update incomplete personal information. If you believe that any of the information that we hold about you is inaccurate, you have a right to request that we restrict the processing of that information and to rectify the inaccurate personal information. Please note that if you request us to restrict processing your information, we may have to suspend the services we provide to you.
Erasure
You have a right to request that we delete your personal information. You may request that we delete your personal information if you believe that we no longer need to process your information for the purposes for which it was provided, or if you believe that we have requested your permission to process your personal information and you wish to withdraw your consent or that we are not using your information in a lawful manner. Please note that if you request us to delete your information, we may have to suspend the services we provide to you and/or your child.
Restriction
You have a right to request us to restrict the processing of your personal information.
You may request us to restrict processing your personal information if you believe that any of the information that we hold about you is inaccurate, or that we no longer need to process your information for the purposes for which it was provided, but you require the information to establish, exercise or defend legal claims or we are not using your information in a lawful manner.
Please note that if you request us to restrict processing your information, we may have to suspend the services we provide to you and/or your child.
Portability
You have a right to data portability. Where we have requested your permission to process your personal information or you have provided us with information for the purposes of entering into a contract with us, you have a right to receive the personal information you provided to us in a portable format. You may also request us to provide it directly to a third party, if technically feasible. We’re not responsible for any such third party’s use of your information, which will be governed by their agreement with you and any privacy statement they provide to you.
Objection
You have a right to object to the processing of your personal information. You have a right to object to us processing your personal information (and to request us to restrict processing), unless we can demonstrate compelling and legitimate grounds for the processing, which may override your own interests, or where we need to process your information to investigate and protect us or others from legal claims. Depending on the circumstances, we may need to restrict or cease processing your personal information altogether or, where requested, delete your information. Please note that if you object to us processing your information, we may have to suspend the services we provide to you.
Marketing
You have a right to object to direct marketing. You have a right to object at any time to processing of your personal information for direct marketing purposes. Please note that the 151 Scout Group will not generally provide 3rd parties with any personal information. If this is required then you explicit agreement will be sought.
Withdraw consent
You have a right to withdraw your consent. Where we rely on your permission to process your personal information, you have a right to withdraw your consent at any time. We will always make it clear where we need your permission to undertake specific processing activities.
Complaints
You have a right to lodge a complaint with the regulator. If you wish to raise a complaint on how we have handled your personal information, you can contact our Data Protection Officer who will investigate the matter. We hope that we can address any concerns you may have, but you can always contact the Information Commissioner’s Office (ICO). For more information, visit https://www.ico.org.uk/
Access to Data via Mobile Devices
Currently the Group do not use Mobile Devices to access personal data. Should the Group in the future decide that this is required for the purposes of Scouting, then this Privacy Notice will be amended and re-issued listing which secure Applications will be used, which devices are accessing the data, the basic levels of security and encryption and how to delete data if devices are stolen.
Changes to Policy
From time to time we may change the way we use your information. Where we believe you may not reasonably expect such a change we will notify you and will allow a period of at least 30 days for you to raise any objections before the change is made. However, please note that in some cases, if you do not agree to such changes it may not be possible for us to continue to provide services to you
Potential Breaches
In the unlikely event that you feel a breach has occurred, you can bring this to the attention the 151 Scout Group’s Data Controller (via the Chair of the Group Executive Committee). They will ensure that the incident is investigated in accordance with ICO guidelines.