What is this document about?
So that Wedmore Scout Group can safely deliver Scouting within the Beaver, Cub, and Scout sections; it needs
to hold basic information about the young people, their parents or carers, and about its adult volunteers;
including the Group Executive, that make up its membership. The information that it collects enables it to
provide the best service to them; by ensuring that the leaders have all the information they need to deliver that
service, in a safe and appropriate manner.
The "General Data Protection Regulation" (GDPR) dictate how the Group must treat this; and requires that it
publishes this Privacy Notice, which describes to you (the "data subject" - the person whose data is held) what
data it holds, some of which is classed as ‘Sensitive Personal Data’; as well as what and how the Group uses it
to provide Scouting.
Personal information
The Group stores the ‘Personal Data’ that it has about its membership, on the Online Scout Manager (OSM);
which is a third-party online management system (Data Processor) specifically developed for Scouting and
Guiding Organisations.
It is used for handling, collecting, storing and updating personal information relevant to the day to day running
of the Group; as well as conducting reviews, recording payments, and bookings for events, etc.
Personal Information about the Group’s adult members is also held by Somerset County Scouts Training Team;
as well as on the Scout Association’s online ‘Compass’ System. This includes details of their training, any
activity permits that are held, and DBS Disclosure status, etc.
The Group also keep digital images of its members taking part in activities; which are used for publicity
purposes, and to add to the Group’s history; however, the young person’ names are not linked to the image.
The leaders store these images locally on their personal digital devices.
No paper records of this information are held; although, on limited occasions, records may be printed out to
take to camps / sleepovers, where online access is not possible, or for use at meetings. These physical records
are then destroyed after the event.
What information do we hold?
The personal data about the Group’s members, leaders, and their immediate family members that is kept on
OSM, includes information about some, or all of the following:
•
name & date of birth – to allow us to record their progress in Scouting
•
contact information – so that we can get hold of you, should we need to do so
•
health & well-being – so that we are prepared for medical emergencies
•
disabilities – to make sure that your child’s participation in activities is safe
•
religious or similar beliefs – to help us to make appropriate arrangements, when necessary
•
racial or ethnic origin – so that we are sensitive to their cultural needs
•
presence at meetings – for badgework, and to enable ‘contact tracing’, should the need arise
This information is used to contact you both routinely and in an emergency.
The financial data the Group holds is also maintained on OSM. This includes your child’s monthly subscription
and other one-off costs for special activities such as sleep-overs, camps or visits; also whether each individual
is eligible for Gift Aid. This system handles all payments using the GoCardless online payment system; which is
a secure online process that allows parents / carers to safely and easily make payments for their child.
Where do we get the information from?
Mostly, the information the Group holds is provided by their immediate family; or by the subject themselves.
Additionally, it retains data about each member’s history in the Group; such as the badges that have gained,
dates when they move between sections, and their participation in events; as well as digital images. This data
is generated within the Group.
Who controls the information and who has access to the data?
Control
For the purposes of this Privacy Notice, the GDPR ‘Data Controller’ is "Wedmore Scout Group"; as it exercises
overall control over the purpose for which, and the manner in which, personal data is processed. The Group
can be contacted about this Privacy Notice by email at – ‘mailto:data-controller@wedmorescoutgroup.org.uk’.
The information is kept on OSM to ensure that it is readily accessible to everyone that may need it; and so that
it can easily be kept up-to-date and accurate. The data is protected by a system of permissions, passwords
and encryption; to ensure that it is not available to people who should not have access to it.
Digital images are securely stored by the Group’s leaders on their personal digital devices. The leaders are
required to protect them with a password and/or access code, so that they are not available to people who
should not have access to them.
Access
Within the Group, the information stored on OSM can only be accessed by the leaders; and it’s Officers (Chair,
Treasurer, and Secretary) who are the Group’s Charity Trustees.
However, as part of a larger Scouting Organisation, the Group shares some, or all of the information that it
holds; with the Moors & Coastal Scout District, Somerset County Scouts, and the Scout Association
headquarters. Apart from this, no information is passed outside the Scout Group, to Third Parties (unless
legally required to do so).
Where events are run that are away from the Group’s Den, it will share this information with a ‘Home Contact’;
who is usually a volunteer in Scouting who acts as a go-between for the leaders to enable them to contact the
parents in emergencies.
If a young person moves to another Group, or to an Explorer Unit; we will seek the parents / carers consent
before any information is shared with the new Group or Unit.
The OSM ‘My.SCOUT’ facility provides all parents / carers with online access; to both their child’s and their
own personal information. To do this, they must set-up an account with a secure login, (required to make
payments, confirm attendance to events, etc.). This facility allows them to ensure that the information held by
the Group is up to date; as they are able to amend records if needed. The Group sends out an annual reminder
to all parents / carers asking to review their data.
Retention and Removal
The information is used only for the purposes of Scouting, and is ‘archived’ after the member leaves the Group.
This archive is held for a further seven years, in case they return to the Group, and to allow GiftAid claims to be
prepared; also to meet with the requirements of HMRC and the Charity Commissioner for keeping records of
donations. Digital images are kept in perpetuity as they from part of the Group’s history.
Parents / carers may ask the Group to delete their and / or their child’s information; however, the removal of
this may hinder the Group’s capacity to provide that child with Scouting at a safe and appropriate level.
Moreover, there may be circumstances it may need to be retained; for instance, to investigate a complaint, in
which case the parent / carer will be notified.
Download a copy of this Privacy Notice
What is this document about?
So that Wedmore Scout Group can safely deliver
Scouting within the Beaver, Cub, and Scout
sections; it needs to hold basic information about
the young people, their parents or carers, and about
its adult volunteers; including the Group Executive,
that make up its membership. The information that
it collects enables it to provide the best service to
them; by ensuring that the leaders have all the
information they need to deliver that service, in a
safe and appropriate manner.
The "General Data Protection Regulation" (GDPR)
dictate how the Group must treat this; and requires
that it publishes this Privacy Notice, which
describes to you (the "data subject" - the person
whose data is held) what data it holds, some of
which is classed as ‘Sensitive Personal Data’; as
well as what and how the Group uses it to provide
Scouting.
Personal information
The Group stores the ‘Personal Data’ that it has
about its membership, on the Online Scout
Manager (OSM); which is a third-party online
management system (Data Processor) specifically
developed for Scouting and Guiding Organisations.
It is used for handling, collecting, storing and
updating personal information relevant to the day
to day running of the Group; as well as conducting
reviews, recording payments, and bookings for
events, etc.
Personal Information about the Group’s adult
members is also held by Somerset County Scouts
Training Team; as well as on the Scout Association’s
online ‘Compass’ System. This includes details of
their training, any activity permits that are held, and
DBS Disclosure status, etc.
The Group also keep digital images of its members
taking part in activities; which are used for publicity
purposes, and to add to the Group’s history;
however, the young person’ names are not linked to
the image. The leaders store these images locally
on their personal digital devices.
No paper records of this information are held;
although, on limited occasions, records may be
printed out to take to camps / sleepovers, where
online access is not possible, or for use at meetings.
These physical records are then destroyed after the
event.
What information do we hold?
The personal data about the Group’s members,
leaders, and their immediate family members that is
kept on OSM, includes information about some, or
all of the following:
•
name & date of birth – to allow us to record their
progress in Scouting
•
contact information – so that we can get hold of
you, should we need to do so
•
health & well-being – so that we are prepared
for medical emergencies
•
disabilities – to make sure that your child’s
participation in activities is safe
•
religious or similar beliefs – to help us to make
appropriate arrangements, when necessary
•
racial or ethnic origin – so that we are sensitive
to their cultural needs
•
presence at meetings – for badgework, and to
enable ‘contact tracing’, should the need arise
This information is used to contact you both
routinely and in an emergency.
The financial data the Group holds is also
maintained on OSM. This includes your child’s
monthly subscription and other one-off costs for
special activities such as sleep-overs, camps or
visits; also whether each individual is eligible for
Gift Aid. This system handles all payments using
the GoCardless online payment system; which is a
secure online process that allows parents / carers to
safely and easily make payments for their child.
Where do we get the information from?
Mostly, the information the Group holds is provided
by their immediate family; or by the subject
themselves. Additionally, it retains data about each
member’s history in the Group; such as the badges
that have gained, dates when they move between
sections, and their participation in events; as well as
digital images. This data is generated within the
Group.
Who controls the information and who has access
to the data?
Control
For the purposes of this Privacy Notice, the GDPR
‘Data Controller’ is "Wedmore Scout Group"; as it
exercises overall control over the purpose for which,
and the manner in which, personal data is
processed. The Group can be contacted about this
Privacy Notice by email at – ‘mailto:data-
controller@wedmorescoutgroup.org.uk’.
The information is kept on OSM to ensure that it is
readily accessible to everyone that may need it; and
so that it can easily be kept up-to-date and
accurate. The data is protected by a system of
permissions, passwords and encryption; to ensure
that it is not available to people who should not
have access to it.
Digital images are securely stored by the Group’s
leaders on their personal digital devices. The
leaders are required to protect them with a
password and/or access code, so that they are not
available to people who should not have access to
them.
Access
Within the Group, the information stored on OSM
can only be accessed by the leaders; and it’s
Officers (Chair, Treasurer, and Secretary) who are
the Group’s Charity Trustees.
However, as part of a larger Scouting Organisation,
the Group shares some, or all of the information
that it holds; with the Moors & Coastal Scout
District, Somerset County Scouts, and the Scout
Association headquarters. Apart from this, no
information is passed outside the Scout Group, to
Third Parties (unless legally required to do so).
Where events are run that are away from the
Group’s Den, it will share this information with a
‘Home Contact’; who is usually a volunteer in
Scouting who acts as a go-between for the leaders
to enable them to contact the parents in
emergencies.
If a young person moves to another Group, or to an
Explorer Unit; we will seek the parents / carers
consent before any information is shared with the
new Group or Unit.
The OSM ‘My.SCOUT’ facility provides all parents /
carers with online access; to both their child’s and
their own personal information. To do this, they
must set-up an account with a secure login,
(required to make payments, confirm attendance to
events, etc.). This facility allows them to ensure that
the information held by the Group is up to date; as
they are able to amend records if needed. The
Group sends out an annual reminder to all parents /
carers asking to review their data.
Retention and Removal
The information is used only for the purposes of
Scouting, and is ‘archived’ after the member leaves
the Group. This archive is held for a further seven
years, in case they return to the Group, and to allow
GiftAid claims to be prepared; also to meet with the
requirements of HMRC and the Charity
Commissioner for keeping records of donations.
Digital images are kept in perpetuity as they from
part of the Group’s history.
Parents / carers may ask the Group to delete their
and / or their child’s information; however, the
removal of this may hinder the Group’s capacity to
provide that child with Scouting at a safe and
appropriate level. Moreover, there may be
circumstances it may need to be retained; for
instance, to investigate a complaint, in which case
the parent / carer will be notified.
Download a copy of this Privacy Notice
