Privacy Policy
What is this privacy notice/policy? |
This Data Privacy Notice/Policy describes the categories of personal data 3rd Barnehurst Scout Group process and for what purposes. 3rd Barnehurst Scout Group are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR. This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with 3rd Barnehurst Scout Group. |
Who we are |
(As members of The Scout Association UK) 3rd Barnehurst Scout Group are an excepted charity by the Charity Commission for England & Wales.
The Data Controller for 3rd Barnehurst Scout Group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. From this point on 3rd Barnehurst Scout Group will be referred to as “we”. Being part of a charity, we are not required to appoint a Data Protection Officer. |
The data we may process |
The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership system 'Online Scout Manager'. In the case of adult members and volunteers, data is also held on The Scout Association database - 'Compass' and may also be provided by third parties, such as the England & Wales - Disclosure and Barring Service (DBS). Where a member is under the age of 18, information will only be obtained from a parent or guardian and cannot be provided by the young person. We may collect the following personal information:
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The lawful basis we process your data by |
We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. In most cases the lawful basis for processing will be through the performance of a contract for personal data and as legitimate interests for your sensitive data. We use personal data for the following purposes:
We use personal sensitive data for the following purposes:
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Our retention periods |
We will keep certain types of information for different periods of time in line with our retention policy, which can be viewed here. The Scout Association’s Data Protection Policy can be found here and the Data Privacy Notice here. |
Sharing your information |
Young people and other data subjectsWe will normally only share personal information with adult volunteers holding an appointment in the 3rd Barnehurst Scout Group (or with appointment holders in Bexley District Scouts or with appointed holders in Black Prince Scout Active Support Unit — who run events for young people in Scouting in Bexley District). Adult volunteersWe will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 3rd Barnehurst Scout Group as well as with The Scout Association Headquarters as joint data controllers. All data subjectsWe will however share your personal information with others outside of 3rd Barnehurst Scout Group where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will never sell your personal information to any third party. Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation. Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018. |
How we store your personal data |
We generally store personal information in the following ways:
Compass - is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data. Online Scout Manager - used by Section Leader for the collection and storage of young people's personal data for administration and badge records. More details here. In addition adult volunteers will hold some personal data on local spreadsheets/databases. Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:
Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event. |
Further processing |
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. |
How we provide this privacy notice |
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request. |
Your rights |
As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the Information Commissioner’s Office (www.ico.org.uk). Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
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Website Cookies |
Forms related cookiesWhen you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence. Third Party CookiesIn some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site. This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Privacy information page. |
Who to contact |
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us at info@3rdbarnehurst.org.uk |
Version number and date of the last review |
v001.3 – March 2021 |