This privacy notice describes the categories of personal data we process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the requirements of the Data Protection Act 2018.
Data Controller
Our Group Scout Leader, Daz Poultney is the data controller for the information we collect from you. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and funders. You can contact the group and Data Controller using the contact us page on our website or speak to any of the section leaders.
Why We Collect Data
The information we collect is used to ensure that we provide the best service to our members, by ensuring that our leaders have all the information they need to deliver that service. If you are a member of the Scout Group, or a parent or guardian, then we collect and use your personal data in our legitimate interests (specifically, it helps us to provide Scouting to you, in a safe, effective and appropriate manner). If we are required to obtain specific consent to hold any personal information we will do this.
What Data we Keep
We keep data about our members, leaders and their immediate family members. The data includes some or all of the following: names, date of birth, ethnicity, religion, disabilities, health and dietary issues, address, contact details, badge records and other history within the Scout Group. The only financial data we hold is to record the payment of subscriptions, payment for camps and events and whether each individual is eligible for Gift Aid.
Where we get the data from
In most cases, the information we hold about a data subject is provided by the parents, carers or immediate family of youth members via our online membership system, Online Scout Manager. Where a member is under the age of 18, this information will only be obtained from a parent / guardian and cannot be provided by the young person.
Who has access to the data
The data is accessible to the Group Scout Leader, Leaders, Assistant Leaders of the Scout Group, and to no one else. We may share anonymised statistics based on this information with the wider Scout Association (e.g. for the annual census), but we do not share this information with other organisations.
How we Store Personal Data
Online Scout Manager is an online membership system run by Online Youth Manager Ltd. This is a secure membership database where we store the personal information of Adults and Youth members for the day to day running of the group. You can view the security policy of OSM here.
My Membership is the online membership system of The Scout Association. This system is used for the collection and storage of Adult personal data.
As a group we use Go Cardless, through Online Scout Manager, to process payments for attending any camps or events. You can view the GDPR Security Policy of Go Cardless here.
Google Workplace is used to provide an email and file storage system for adult members of the group.
We minimise the use of paper in the group for data security purposes. Where paper is used (for example printouts of personal information taken to specific events) we will ensure these are destroyed as soon as possible after the event. We will minimise the use of paper to only what is required for the event. No paper copies of personal data is stored for longer than is absolutely necessary.
How we Transfer and Share Personal Data
We will only normally share personal information within our Scout Group leaders and Executive Committee members.
We will however share your personal information with others outside our Scout Group where we need to meet or enforce a legal obligation, this may include Wolverhampton South District Scouts, West Mercia Scout County, The Scout Association and it insurance subsidiary Unity, local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
If you move from 3rd Wombourne Scout Group to another Scout Group or Explorer Scout Unit we will transfer your personal information to them if we have your written permission to do so.
We will never sell your personal information to any third party for the purposes of marketing.
If identifiable data is to be shared we will seek your consent.
How Long we Keep Personal Data
We will retain your personal information and that of any youth members throughout the time you/your child is a member of 3rd Wombourne Scout Group.
We will retain your personal information after you have left 3rd Wombourne Scout Group in a much more limited form (just initials, badge and attendance records) for a period of up to 7 years (or until the age 21) to fulfil our legal obligations for insurance and legal claims.
We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21).
How can a subject know what data is held
You may see a copy of the data we hold about you and you may ask that we correct any inaccuracies. Parents of youth members are regularly asked to check the accuracy of information held in Online Scout Manager.
You may ask that we delete the data. However, we may deem that the data (or some of it) should be retained, for example, financial records.
If you want to do either of these things, or if you require any further information, please contact the group.
