Throughout your son/daughter/your time in Scouting, a number of linked but independent charities will provide you with services, and control your data to fulfil and enhance your scouting experience. This notice covers how 8th Worthing Sea Scout Group processes your data. Links to information regarding other linked charities is provided below.
1. Purpose of this notice
This notice describes the personal data we record, how and why we process it.
2. Who we are
We are 8th Worthing Sea Scout Group, an independent charity governed by rules The Scout Association sets pursuant to its Royal Charter. We are regulated by the Charity Commission for England and Wales, our charity number is 279339.
We are supervised by Worthing District Scout Council, who provide supervision to scouting across Worthing District, and whose privacy policy is at worthing-scouts.org.uk/privacy <add link>
Some West Sussex-wide functions are provided to us by West Sussex County Scout Council, whose privacy policy is at westsussexscouts.org.uk/data-protection
Our executive committee provides the trustees for the Group, and collectively they are our Data Controller. They have assigned people the responsibility of responding to any data queries you may have and you can contact them at gsl@8thworthing.org.uk.
3. Personal Data
The information we collect and store will only be in relation to membership, financial records, ensuring appropriate recording of progress within our awards scheme and discharging our responsibilities in record keeping in respect of our membership organisation.
All adults holding a formal role in Scouting undergo specific data protection and GDPR training to ensure we keep your data safe.
When an adult changes role or leaves The Scout Association, we have a formal process in place to ensure they no longer have access to your data.
a. What we collect
We collect only the personal information we need for our purposes, during week-to-week scouting. We collect name, date of birth, sex, home address, school, medical needs, allergy information, dietary details and next of kin contact details.
Occasionally we may collect more detailed information for a specific event to ensure its safe operation (and destroy this information afterwards).
b. Where is the data held
Data on our Adult Members is primarily stored on a membership system called Compass provided by The Scout Association and subject to their privacy control and statements. Every adult member can create an account for this system and access it to review the information held on them, and it is recommended that they do. When processing security checks another system, Atlantic Data, is used to process the adults Disclosure and Barring service check on behalf of HM Government.
Data on our Young People and their parents / guardians is primarily stored on Online Scout Manager, a service we purchase which provides secure storage of the young person’s data with control on who has access to which data.
We also use third-party GDPR-compliant systems for day-to-day creativity, and this includes the Office 365 email suite.
Gift Aid collection forms, are securely held by the Group Treasurer to aid in the collection of Gift Aid for membership subscriptions, we have a legal obligation to retain this information for 7 years after our last claim.
4. Retention
Upon leaving the movement any records relating to a youth member will be removed as soon as is practical usually immediately and certainly within 3 months. Limited details of data used to make a gift aid claim will be retained as required by law for 7 years. In the event of an accident, limited data related to that accident will be stored by our insurers in accordance with their privacy policy.
5. Sharing of data
With your consent, and to ensure you/your young person can take part in activities we may share your data in a strictly controlled way with external providers of activities, e.g. Activity Centres, as well as other parts of The Scout Association.
In order to facilitate statutory bodies (e.g. local authorities, the Charity Commission, HMRC) we will share the minimal information required by law to share with them for those specific purposes only.
We may share anonymised statistical data with other linked organisation within The Scout Association and with grant giving bodies.
6. Your rights
You have a right to view, correct and request the deletion of data about you. Where we are constrained by law we will retain the data despite your request, and deletion of certain data may mean you can no longer remain a member of our movement.
7. Review
This policy will be reviewed every year to ensure it remains current, and we will post a new version on our website at 8thworthing.org.uk/privacy.
This privacy notice is v1 and was approved by the Group Executive Committee on 15th October 2018.