What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data 1st Burnham & Hitcham Scout Council process and for what purposes. 1st Burnham & Hitcham Scout Council are 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 1st Burnham & Hitcham Scout Council.

Who we are:

1st Burnham & Hitcham Scout Council are a registered charity with the Charity Commission for England & Wales; charity number 291701.

The Data Controller for 1st Burnham & Hitcham Scout Council is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Martin Day Email: 1bhscouts@gmail.com.

From this point on 1st Burnham & Hitcham Scout Council will be referred to as “we”.

Being a small charity, we are not required to appoint a Data Protection Officer.

The data we may process:

The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership systems My Membership and Online Scout Manager (OSM). The privacy and security notice for OSM can be found here: https://www.onlinescoutmanager.co.uk/security.html. In the case of adult members and volunteers, data may also be provided by third parties, such as the England & Wales – Disclosure and Barring Service (DBS).

We may collect the following personal information:

• Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
• Date of birth – so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.
• Gender – so that we can address individuals correctly and accommodate for any specific needs.
• Emergency contact information – so that we are able to contact someone in the event of an emergency.
• Government identification numbers e.g. national insurance, driving licence, passport – to be able to process volunteer criminal record checks.
• Bank account details, payroll information and tax status information – so that we are able to pay any staff that might be employed by us and collect gift aid from HMRC where donations are made.
• Training records – so that members can track their progression through the Scout programme or adult training scheme.
• Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs.
• Health records – so that we can make suitable arrangements based on members medical needs.
• Criminal records checks – to ensure Scouting is a safe space for young people and adults.

The lawful basis we process your data by:

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:

• to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 1st Burnham & Hitcham Scout Council
• to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
• to administer membership records
• to fundraise and promote the interests of Scouting
• to manage our volunteers
• to maintain our own accounts and records (including the processing of gift aid applications)
• to inform you of news, events, activities and services being run or attended by 1st Burnham & Hitcham Scout Council
• to ensure and evidence your suitability if volunteering for a role in Scouting
• to contact your next of kin in the event of an emergency
• to ensure you have and maintain the correct qualifications and skills.

We use personal sensitive (special) data for the following purposes:

• for the protection of a person’s health and safety whilst in the care of 1st Burnham & Hitcham Scout Council
• to respect a person’s religious beliefs with regards to activities, food and holidays
• for equal opportunity monitoring and reporting.

Our retention periods

We will keep certain types of information for different periods of time in line with our retention policy, which is that we do not keep information for more than 24 months after a person has left the Scout movement.

Joint control of membership data

The Scout Association’s Data Protection Policy and the Data Privacy Notice can be found here: Data Retention Policy | Scouts.

The Scout Association and 1st Burnham & Hitcham Scout Council process the data of members, parents/guardians of youth members, volunteers on our membership databases (OSM and My Membership). This data is processed between the local Scout Groups and The Scout Association. Information The Scout Association and 1st Burnham & Hitcham Scout Council hold about members, parents/guardians of youth members, volunteers may include the following:

• name and contact details
• length and periods of membership and volunteer service (and absence from membership and service)
• details of training you receive
• details of any youth badges and awards
• details of your experience, qualifications, occupation, skills and any awards you have received
• details of Scouting events and activities you have taken part in
• details of next of kin or parents details (in the case of youth members)
• age/date of birth
• details of any health conditions
• details of disclosure checks
• any complaints we have received about the member
• details about your role(s) in Scouting
• details about your membership status
• race or ethnic background and native languages
• religion
• nationality

Processing Activities

The following is a list of common data processing activities for members, parents/guardians of youth members, volunteers data on the membership systems. This includes an indication of which entity carries out this activity which is shared with the other.

Processing Activity

Description

Processing entity

Scout Member capture

Initial data load of a new Scout Member onto the membership database

1st Burnham & Hitcham Scout Council

Scout Member disclosure check

Disclosure checks for any adult Scout Members that require them

1st Burnham & Hitcham Scout Council initiate. The Scout Association complete the check

Scout Member operational administration

This may include:

• Scout Member data updates
• Maintaining training record
• Events attended
• Permits approved
• Badges awarded

1st Burnham & Hitcham Scout Council and The Scout Association

Scout Member disciplinary

Scout Member disciplinary detail capturing where a Scout Member has breached POR or any other Scout policy

1st Burnham & Hitcham Scout Council initiate. The Scout Association involved if severity meets a policy threshold

Scout Member leaving

The updating of an individual’s membership status post leaving the association.

1st Burnham & Hitcham Scout Council

Scout Member data reporting

Reporting on trends and monitoring data to be able to demonstrate The Scouts impact and to attract funding (this may include optional special category data of the Scout Members)

The Scout Association. 1st Burnham & Hitcham Scout Council may access special category data for Census and local Scouting delivery

Scout Member training

The addition of mandatory training for Scout Members, where applicable

The Scout Association

Scout Member roles definition

The definition of Scout Member roles on the membership databases

The Scout Association

Sharing your information

Young people and other data subjects

We will normally only share personal information with adult volunteers holding an appointment in 1st Burnham & Hitcham. For Young people sharing will normally occur where a young person is in multiple sections and the one Online Scout Manager record is shared between those sections.

Adult volunteers

We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 1st Burnham & Hitcham 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 1st Burnham & Hitcham where we need 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 of 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.

How we store your personal data

We generally store personal information in the following ways:

My Membership – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.

Online Scout Manager – is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data.

In addition adult volunteers may hold some personal data on local spreadsheets/databases.

Printed records and data held while attending events – paper is sometimes used to capture and retain some data for example:

• Gift Aid administration
• Event registration
• Health and contact records forms (for events)
• Events coordination with event organisers

Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.

Further processing

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.

How we provide this privacy notice

The policy is made available via a page on our website, woodlands-scouts.org.uk. A link to this website page is made available in the parent potal of Online Scout Manager for the Woodlands Explorer Unit.

A printed version is also available on request.

Your rights

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 (www.ico.org.uk)

Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:

• The right to be informed – you have a right to know how your data will be used by us.
• The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
• The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s My Membership system.
• The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.
• The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
• The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
• The right to object – you can object to the ways your data is being used.