Privacy Policies, Data Protection and Cookies information.
We take the protection of privacy and personal data very seriously and all adults operating within Scouting, must comply with data protection law in UK, which includes the EU General Data Protection Regulation "GDPR".
The full Policy details can be viewed at the Scouts Association UK main website Scouts.org.uk
What personal data means.
Personal data means any information about an identified or identifiable person. For example, an individual's home address, personal (home and mobile) phone numbers and email addresses, occupation, and so on can all be defined as personal data. Most 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 system Compass. 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).
What details do you hold for me.
We believe it is important to be open and transparent about how we will use your personal data. Information we hold about you may include the following:
- name and contact details
- length and periods of service (and absence from service)
- details of training you receive
- 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
- 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
We need this information to communicate with you and to carry out any necessary checks to make sure that you can work with young people. We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or re-join).
Much of this information is collected from the member joining forms.
In compliance with the 6 key principles of the GDPR (Article 5), personal data in Scouting must be:
1. Processed lawfully, fairly and in a transparent manner. Clear and accessible information must be provided to individuals about what personal data is collected, how it will be processed and how they can exercise rights over it e.g. the right to request a copy of their personal data by making a Subject Access Request (SAR) or to have incorrect data corrected or deleted. This information should be provided both at the initial point of contact in the form of a Privacy Statement or Notice and also be made regularly accessible to the individual.
2. Collected and processed for specified, explicit and legitimate purposes only Personal data should only be collected and used for activities directly relating to Scouting or a person's membership or association with Scouting. Personal data should only be collected and used for activities directly relating to Scouting or a person's membership or association with Scouting.
3. Adequate, relevant and limited to what is necessary for the purposes it is collected and processed.
4. Accurate and, where necessary, kept up to date. Every reasonable step must be taken to ensure that the data is kept as accurate and up-to-date as possible for the purposes for which it is being held.
5. Kept for no longer than necessary for the purposes it was collected and processed.
6. Kept secure using appropriate technical or organisational measures to prevent the data from being used in an unauthorised or unlawful way or against accidental loss, destruction or damage.
We normally store data as follows:
- Compass is the online membership system of The Scout Association, this system is used for the collection and storage of adult members personal and training data. Every member can access their own data and depending on their role access the data of others.
- Atlantic Data is the online platform used by The Scout Association for processing Disclosure applications.
- Online Scout Manager (OSM) 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 our Scout Group. Parents and guardians can access their child's information on this system.
- We sometimes have paper records of data usually from events where access to digital software is not available. It may be event registration, simple event timetable and organising information for event coordinators.
- We always try to keep Paper records to a minimum and these are held securely by the group administrator.
- There are no paper copies of adult information.
- All paper copies of young people are destroyed once they have left the group and we are satisfied there are no ongoing issues.
Disclosure of data by order of a Court and Security.
We reserve the right to communicate a Member's personal information that we hold to third parties who are empowered by regulation, statute or order of a court.
Security whilst using data systems.
Security measures are in place to protect information held on Scout Association systems and databases. However, it remains each Member's responsibility:
- to keep their password safe and secret
- to protect against unauthorised access to your personal details
- to log off from any system or service when not using it
- to ensure against use by anyone else whilst you are 'logged on' any system or service
- to search and obtain only the data specifically required and allowed for relating to their role
Use of this website.
The information that the 229th Greenhill Methodist Scout Group receives from it's visitors and the general public via this website is used for the purpose of contact only. We will not sell, distribute or lease your personal information to any third parties.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Most web browsers allow control of most cookies through the browser settings, therefore you are in control of cookie files on your device.
When you visit this website you will be presented with a small Cookie acceptance window asking you to 'accept' our cookie files (as per current GDPR/Cookie regulations). Note, this window appears if the cookie is not found on your device. These required cookie files, (needed to run our website, to keep it secure, and to obey regulations that apply to us) are created when you visit this website and remains active for 90 days from your visit. If you delete them via your web browser, it will ask for acceptance on your next visit to our website. Important: we do not store or hold any personal data within our cookie files.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit AllAboutCookies.org.