Privacy Notice
1st Weybridge (Brooklands Own) Scout Group, registered address: 20 Springfield Lane, Weybridge, Surrey, KT13 8AW. Charity No: XN66377
This privacy notice describes how 1st Weybridge (Brooklands Own) Scout Group collects and uses personal information about children attending the Scout Group, parents and adult volunteers.
1st Weybridge (Brooklands Own) Scout Groups is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about You.
It is important that you read and retain this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about uou, so that you are aware of how and why we are using such information and what Your rights are under the data protection legislation.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are “special categories” of more sensitive personal data which require a higher level of protection, such as information about a person’s health or sexual orientation.
Children
We will collect, store, and use the following categories of personal information about children attending scouts:
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Name
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Date of birth
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Home address
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Dietary requirements
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Attendance information
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Emergency contact details
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Records relating to individual Children e.g. attendance, badge records, trip attendance etc.
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Accidents and injuries forms
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Records of any reportable death, injury, disease or dangerous occurrence
We may also collect, store and use the following “special categories” of more sensitive personal information.:
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Information about a Child’s race or ethnicity, spoken language and nationality as required by the Scout association.
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Information about a Child’s health, including any medical condition, health and sickness record
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Information about a Child’s accident or incident reports including reports of pre-existing injuries.
Parents
We will collect, store, and use the following categories of personal information about Parents:
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Name
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Home address
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Telephone numbers, and personal email addresses.
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Tax payer status, if you choose to gift aid
Adult Volunteers:
We will collect, store, and use the following categories of personal information about Adult Volunteers:
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Name
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Home address
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Telephone numbers, and personal email addresses.
How is your personal information collected?
Children and parents
We collect personal information about Children and Parents from when the initial enquiry is made by the Parents, through the joining process in the scout group and during the Childs lifetime in 1st Weybridge (Brooklands Own) Scout Group.
How we will use information about you
We will only use Your personal information when the law allows us to. Personal data will only be collected and used for activities directly relating to Scouting or a person’s membership or association with Scouting.
When we say “We” we mean the Scout Group. Processing and collecting of information may be by any adult volunteer (which includes scout leaders and Executive Committee members) that has a legitmate need to have access to the information to perform their role within the group.
Situations in which the Scout Group will use personal information of Children
We need all the categories of information in the list above (see Children section within the Paragraph entitled ‘The Kind of Information We Hold About You’) primarily to allow us to safely run the Scout group and comply with legal obligations (including safeguarding). With your explicit permission we may share this data with third parties to facilitate scout activities and trips (for example medical information with an outward bounds provider). We are also required to provide information with the Scout association.
Situations in which the Scout Group will use personal information of Parents
We need all the categories of information in the list above (see Parents section within the Paragraph entitled ‘The Kind of Information we Hold About You’) primarily to allow us to perform scout activites for your child and to enable us to comply with legal obligations. The situations in which we will process personal information of Parents are listed below.
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To ensure subs are paid
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To enable us to claim gift aid on subs and any donations (where the parent has provided a gift aid form.
How we use particularly sensitive personal information
”Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information in the following circumstances:
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In limited circumstances, with Parent explicit written consent (for example to pass health information to a third party activity provider)
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Where it is needed in the public interest, such as for equal opportunities monitoring
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Where required as part of investigating an accident
Data sharing
We may have to share Child or Parent data with third parties, including third-party service providers and the Scout Association.
We require third parties to respect the security of Your data and to treat it in accordance with the law.
Why might we share Child or Parent personal information with third parties?
We will share Your personal information with third parties where required by law, where it is necessary to administer our relationship with You or where it is needed to enable scouting activities.
Which third-party service providers process my personal information?
”Third parties” includes third-party service providers and the Scout Association. The following third-party service providers process personal information about you for the following purposes:
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Scout Association – for monitoring reasons (e.g. equal opportunities) and to provide DBS and training records (stored in the Scout association Compass system).
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Online Scout Manager – the online management platform we use to manage the scout group. You can find full details on OSM and GDPR here: https://www.onlinescoutmanager.co.uk/security.html
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With your explicit consent, other third party providers of activities for scouting (for example and outward bounds event provider where you have agreed to your child taking part in an outward bounds event).
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers are required to take appropriate security measures to protect Your personal information in line with our policies. We do not allow our third-party service providers to use Your personal data for their own purposes. We only permit them to process Your personal data for specified purposes and in accordance with our instructions.
Data retention
How long will you use my information for?
We will only retain Your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. In general we will delete your data:
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If you or the group remove your child from the waiting list before they have secured a place with the Scout Group.
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6 years after the end of the financial year in which you leave the group to comply with gift aid audits by HRMC
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about You is accurate and current. Please keep us informed if Your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law You have the right to:
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Request access to Your personal information (commonly known as a “data subject access request”). This enables You to receive a copy of the personal information we hold about You and to check that we are lawfully processing it.
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Request correction of the personal information that we hold about You. This enables You to have any incomplete or inaccurate information we hold about You corrected.
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Request erasure of Your personal information. This enables Parents to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove Your personal information where You have exercised Your right to object to processing (see below).
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Object to processing of Your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about Your particular situation which makes You want to object to processing on this ground. You also have the right to object where we are processing Your personal information for direct marketing purposes.
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Request the restriction of processing of Your personal information. This enables Parents to ask us to suspend the processing of personal information about You for example if You want us to establish its accuracy or the reason for processing it.
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Request the transfer of Your personal information to another party
If You want to review, verify, correct or request erasure of Your personal information, object to the processing of Your personal data, or request that we transfer a copy of Your personal information to another party, please contact the GSL or Secrertary in writing or email GSL@1stWeybridgeScouts.org.uk.
What we may need from You
We may need to request specific information from You to help us confirm your identity and ensure Your right to access the information (or to exercise any of Your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
If you have any questions or wish to exercise your rights, please write to us at our registered address: 20 Springfield Lane, Weybridge, Surrey, KT13 8AW, speak to your section leader or email GSL@1stWeybridgeScouts.org.uk.