This Data Privacy Notice/Policy describes the categories of personal data 24th Hastings Scout Group process and for what purposes. 24th Hastings Scout Group is 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 24th Hastings Scout Group.
24th Hastings Scout Group is a registered charity with the Charity Commission for England & Wales; charity number 268215. The Data Controller for the Group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Brian Pope (email: firstname.lastname@example.org).
From this point on 24th Hastings Scout Group will be referred to as “we/us”.
As a small charity, we are not required to appoint a Data Protection Officer.
Most of the personal information we hold is provided to us directly by our members, the parents or legal guardians of youth members verbally or in paper form, in digital form or via the Scout Association online membership system Compass. In the case of adult members and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service (DBS)
Where a member is under the age of 18, this 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:
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 of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members.
On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent, such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.
We use personal data for the following purposes:
We use personal sensitive (special) data for the following purposes:
After the member has left the Group, certain data will be retained for statistical purposes; and to enable us to contact former members, at their request, for example to send them newsletters, arrange reunions, etc. and to supply references.
Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment in the 24th Hastings Scout Group (but see below).
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for this Scout Group as well as with The Scout Association Headquarters as data controllers in common.
All data subjects
We will however share your personal information with others outside of 24th Hastings Scout Group where we need to 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 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.
We generally store personal information in the following ways:
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.
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.
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
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact the Group Scout Leader.