he Les Goodbody Centre, Shoreham by Sea, West Sussex, BN43 5LT
This notice covers how 3rd Shoreham Sea Scout Group processes your data.
Why are we processing your data?
So that we can deliver Scouting within the Group, each Section i.e. Beavers, Cubs, and Scouts, and the Group Trustee Board will need to hold personal information about our members, their parents or carers and our adult volunteers (the Data Subjects).
Personal data will only be collected and used for the purpose of activities 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. weekly emails and for invitations to 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. 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. On occasion records may be printed out to take to meetings or events. These physical records are then destroyed after the event. Also on occasion we may use paper forms to collect information for events or activities, e.g. camps or water consent forms. These paper records are stored securely and then destroyed after the event or activities they are intended to support.
We provide all parents with access to their personal information records on this online system, which is available for remote access by all parents at any time. Parents can only access their own child’s records. 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.
OSM processes or records payments for subs, camps, and events 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.
As far as possible, all email correspondence to and from us including any correspondence with third parties and parents is undertaken through OSM.
Personal Information held on adult members of the Group is handled through the Scout Association Online System, Compass. This has been developed and is managed by the Scout Association.
We also use Dropbox and Google Drive which are online cloud storage services for storing Group records (e.g. programme plans, meeting minutes, policies, financial records) and photographs. More information about the security measures employed by Dropbox can be found here. More information about the security measures employed by Google Drive 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 our private Group Facebook page.
All WhatsApp/text/phone call correspondence is conducted through personal mobile telephones held by Volunteers.
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 and gift aid registration.
Photographs, videos and audio recordings may be taken of our members taking part in Scouting activities and we publish these on our Private Facebook page.
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 Scout Group Leadership Team and the Trustees 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 and has undertaken Scouting GDPR training.
The Group is part of the Adur Valley Scouts (the District) and West Sussex 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 will also share essential data with the District when a member moves to the District Explorers Section.
We may also share our waiting list information with the District, in order that they may be able to offer spaces in other local Scout Groups, should space not be available in our Sections.
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.
Our private Facebook Page is restricted to Parents (or Carers/Guardians) of children in our Group, Adult Members of our Group and District, and Supporters / Significant Alumni of the Group.
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. 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, we will ask for permission before we share any data with the new Group.
Your Rights
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 gsl@3rd-shoreham-sea-scouts.org.uk
This notice was published on xxxx. Copies are displayed on the noticeboard at HQ and also online on the OSM Noticeboard.
