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Privacy Notice

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Privacy Policy

1st Keyworth Scout Group - Data Privacy Statement

The Data Privacy Statement of 1st Keyworth Scout Group (the 'Group') sets out what information we collect, how we collect it, and what we do with it. Any personal data that we collect will only be in relation to the work we do with our members and through our relationships with supporters, donors and funders.

Your personal data – what is it?

Young people: This refers to a combination of information such as your name, contact details, your child's name, date of birth and any special needs/disabilities/dietary requirements that you supply to us or is otherwise supplied to us.

Adult volunteers: In the case of an adult member, this refers to a combination of information such as your name, contact details, date of birth and any special needs/disabilities/dietary requirements that you supply to us or is otherwise supplied to us.

For Young people and adults your information is collected when a member joins the Group and when we request information specifically from you in relation to specific activities and other events.

We will update your information whenever we can to keep it current, accurate and complete.

Our use of your information

For the purpose of ensuring that we have contact information in case of emergencies or other matters that might affect the wellbeing or health of a member of the Group, and for the purposes of making the necessary bookings for Group led activities in which you or your child may be involved.
For the purpose of providing you with information about activities and events in which the Group and its ‘Sections’ (Beavers, Cubs, Scouts), Young Leaders, Adult Leaders, helpers and Group Supporters may be involved.
For the purpose of contacting you in relation to Group subscriptions, payments by Gift Aid, distribution of News Sheets and other events where the Group is seeking support.
For the purpose of maintaining an admissions’ register and a waiting list of potential future members.
For the purpose of maintaining historic archives and maintaining contact with alumni of the Group.
We assume that you agree to us providing such information as is required by the Rushcliffe District Scouts, the Nottinghamshire County Scouts and the Scout Association in order to support your membership of the Group and engagement in its activities.
Information (such as health or religion) may be considered “sensitive personal data” under the Data Protection Act 1998 and the General Data Protection Regulations. We collect it from you on request, to ensure the wellbeing of Group members and so that we can cater to their needs or act in their interests.
Photographs of your child may be used in displays within the 1st Keyworth Scout Group’s headquarters, on our website or on specific restricted social media groups such as Facebook for the purpose of showing activities that our Beavers, Cubs and Scouts take part in. You may request that any images of your child are not used in this way.
Where the Group uses social media as a means of communication your information is secured by being a member of a restricted group that will only comprise members of the 1st Keyworth Scout Group, their parents and adult leaders.
The processing is necessary for the persons legitimate interests or the legitimate interests of our 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

We are committed to the protection of personal information. We generally store personal information in one of two secure digital online database systems where access to that data is restricted and controlled.

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. Our leadership team use their own computers, tablets and mobile phones to access Online Scout Manager.

Compass is the online membership system of The Scout Association. This system is used for the collection and storage of adult personal data who have undergone a Disclosure and Barring Service (DBS) check.

When attending a large-scale Scouting event we are sometimes required to share personal information to event organisers via their own online systems. Examples include County and District camps.

Retention of personal data

We will retain your personal information throughout the time you/your child(ren) are a member of 1st Keyworth Scout Group. We will retain your full personal information for a period of one year after you have left 1st Keyworth Scout Group and in a much more limited form (just name, badge and attendance records) for a period of up to 15 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 seven years as required by HMRC.

Your rights

You are entitled to a copy of the information we hold about you and can request that this information is corrected, deleted or restricted to a specific purpose.

Requests must be submitted in writing to: Graham Blakey - Group Scout Leader

At: The Scout Hut,
Elm Avenue,
Keyworth,
NG12 5AN

September 2018

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