Privacy & GDPR

1st Ash Vale

Introduction
Our Privacy and Fair Processing 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 General Data Protection Regulation and the Data Protection Act 2018 (“GDPR”).

Who are we and why are we processing your data?
1st Ash Vale Scout Group is a youth charity. Our mission is to prepare young people with skills for life. We are regulated as a member of The Scout Association (see www.scouts.org.uk for more information).
Our Group Executive Committee is the data controller for the information we collect.
Any personal data that we collect will only be used in relation to activities directly relating to Scouting and/or a person’s membership or association with Scouting. So that we can safely manage 1st Ash Vale Scout Group, leaders and members of the Group Executive Committee will need to hold or have access to personal information about adult members, youth members and their parents/guardians, and our adult volunteers.

Personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in 1st Ash Vale Scout Group’s possession.

How we gather personal information
Most of the personal information we hold is provided to us directly by adult members or by parents/guardians of youth members. In the case of an adult member, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service (“DBS”).
Where a member is under the age of 18, personal information will only be obtained from a parent/guardian and cannot be provided by the young person.

How do we process your personal data?
We comply with our obligations under GDPR by keeping personal data up to date; by storing and destroying it securely; and by only ever collecting and retaining the minimum data we need to; 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.
We use personal data for the following purposes:
• we collect personal and medical information for the protection of that person whilst in the care of the Scout Group;
• we collect religious data to respect a person’s beliefs with regards to activities, food and holidays,
• to administer membership records;
• to fundraise and promote the interests of the Scout Group;
• to manage our volunteers (adult members, executive committee, parent volunteers); to maintain our own accounts and records (including the processing of gift aid applications);
• to inform you of news, events, activities and services running at 1st Ash Vale Scout Group.
1st Ash Vale Scout Group does not use any automated decision-making systems.

What is the legal basis for processing personal data?
We only use personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:
• we need to use the information to comply with our legal obligations;
• we need to use the information to contact you regarding meetings, events, collection of membership fees etc, (i.e. for the day to day running of the group);
• it is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services within scouting;
• the processing is necessary for the person’s legitimate interests or the legitimate interests of 1st Ash Vale Scout Group unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

How we store personal data

Electronic Data
We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
• Compass: is the online membership system of The Scout Association, this system is used for the collection and storage of adult personal data. Access to the Compass system is strictly controlled by the Scout Association based on a person’s appointment, need and their role. All members can register for a personal login.
• 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 1st Ash Vale Scout Group.
Section leaders may store records (attendance lists, spreadsheets, consent forms, archive files, financial records) and photographs on a computer or laptop which is suitably protected with a strong password.

Event data and printed records
Personal information about young people is collected in connection with events in which they are participating to ensure adult volunteers are aware of any medical, dietary or culturally specific information and for use in cases of an emergency. Event leaders may store this information on a computer or laptop which must be suitably protected with a strong password. Paper records of this information will be used to take to events/camps/sleepovers, where online access may not be possible. These paper records are kept securely when in transit and securely destroyed after the event.
Paper records may also be used to capture and retain some data, for example:
• New joiners form
• New joiners waiting lists
• Health and contact records update forms
• Gift Aid Collection forms
• Award notifications/nominations

Gift aid
Gift aid collection forms are securely held by the 1st Ash Vale Scout Group’s Treasurer to aid in the collection of Gift Aid for monthly membership fees. We have a legal obligation to retain this information for 7 years after our last claim.

Awards
Sometimes we may nominate a member for national award, (such as Scouting or Duke of Edinburgh award) and such nominations would require us to provide contact details to the awarding organisation. This is most often done on paper via registered post.

Photographs, videos and audio recordings
Photographs, videos and audio recordings may be taken of our members taking part in Scouting activities and temporarily stored on personal smartphones or personal cameras owned by members of 1st Ash Vale Scout Group. These may later be used in connection with publicity or recruitment and will not name anyone in the photograph or video. Where any young person is not permitted to appear in photographs or video, parents/guardians must make this known to event leaders. However, no guarantees can be given that the young person will not appear in photographs and there will be no ban on other parents taking photographs. We do guarantee that no child in a photograph will be named by 1st Ash Vale Scout Group.

Text/phone calls
These will be conducted through landlines or personal mobile telephones held by 1st Ash Vale Group members.

Sharing and transferring personal Information
We will only normally share personal information within our Scout Group leaders and Group Executive Committee members.
We will however share your personal information with others outside 1st Ash Vale Scout Group where we need to meet or enforce a legal obligation. This may include Blackwater Valley Scout District, Hampshire County Scouts, The Scout Association and its 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 1st Ash Vale Scout Group to another Scout Group or Explorer Scout Unit we will transfer your personal information to them.
We will never sell your personal information to any third party for the purposes of marketing.
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.). If identifiable data is to be shared, we will seek your consent.

Third Party Data Processors
1st Ash Vale Scout Group employs the services of the following third-party data processors:
• The Scout Association via its adult membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a DBS check.
• Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, events and attendance records etc. We have a data processing agreement in place with Online Youth Manager (for more information see www.onlinescoutmanager.co.uk)

How do we protect personal data?
We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for as long as necessary for the purpose for which it is used.

How long do we keep your personal data?
We will retain personal information, throughout the time you/your child(ren) are a member of 1st Ash Vale Scout Group and for up to 12 months thereafter. After 12 months, we may retain some data in a more limited form.
Once an adult volunteer ceases to be a member of the Scout Association their data becomes inaccessible to 1st Ash Vale Scout Group and the Scout Association has its own policies on retention of data on dormant members.
Personal information collected in connection with events will be destroyed securely within 12 months of the end of the event provided all outstanding matters in relation to the event have been finalised.
We will keep any Gift Aid Claim information for the statutory 7 years as required by HMRC.

Your rights
Individuals can request a copy of their personal data by making a Subject Access Request (“SAR”) which may be made verbally or in writing.
You also have the right to have incorrect data corrected.
If you have any questions relating to the personal information we hold, or any questions about your rights please contact us at: gdpr@1stashvale.org.uk

Breach of Data Protection and GDPR
If 1st Ash Vale Scout Group becomes aware, or is made aware, of a breach of its GDPR responsibility and personal data entrusted to its care is inappropriately shared outside of 1st Ash Vale Scout Group we will notify all those known to be affected as soon as we become aware of the breach and will notify the Information Commissioners Office as required by GDPR.

Data accuracy
In order to ensure the accuracy of personal data:
• adult members are responsible for maintaining the accuracy of their personal data on the Compass system;
• parents/guardians of youth members (6-18) are responsible for notifying changes in personal data of youth members;
1st Ash Vale Scout Group will from time to time verify the accuracy of data held.

Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, 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.

Information Commissioners Office
You can contact the Information Commissioners Office at:
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Or by telephone on: 0303 123 1113