Data Privacy Notice 

2nd Monkspath Scout Group and Mallory Explorer Scout Unit 

Our Privacy and Fair Processing Notice describes the categories of personal data we process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR). 

1 Who are we? 

Our Scout Group, is a youth charity. Our mission is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. We are incorporated by royal charter and are regulated as a member of the UK Scout Association, (see www.scouts.org.uk for more information.) As part of The Scout Association we are not required to be individually registered with the UK Charity Commission. 

Every year we hold an annual general meeting where members of the charity executive committee (our trustees), are elected, and every parent of one of our youth members has the right to attend the Annual General Meeting. 

We are based at several locations: Monkspath School, 6 Farmhouse Way, Shelly Crescent, Monkspath, B90 4YW; Cranmore School, Northland Road, Shirley, B90 4SA and St Peter’s School, Whitefields Road, B91 3NZ. 

Our Group Executive Committee is the data controller for the information we collect from you. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors, funders and activity providers, as well as other third parties necessary for providing scouting activities. 

2 Your personal data – what is it? 

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our Scout Group’s (the data controller’s) possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”). 

3 How we gather personal information 

Most of the personal information we hold, is provided to us directly by yourself or parents, or legal guardians in either paper or electronic form or via online membership systems. In the case of an adult member, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service (DBS). 

For youth members this information will primarily be obtained from, or processed with the consent of a parent / guardian. 

4 How do we process and use your personal data? 

We comply with our obligations under the “GDPR” by keeping personal data up to date (provided you notify us of changes to the data you have provided); by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorized access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 

We process and use personal data for the following purposes: – 

1. a) To inform members, parents and guardians of news, events, activities and services 

running at 2nd Monkspath Scout Group and Mallory Explorer Scout Unit. 

1. b) We use personal data such as medical information for the protection of that person 

whilst in the care of the Scout Group or Explorer Scout Unit. 

1. c) We use religious data to respect a person’s beliefs with regards to activities, food and 

holidays and to report to The Scout Association so that they can monitor the diversity of The Scout Association. 

1. d) To enable us to provide a voluntary service for the benefit of the community in a 

particular geographical area. 

1. e) To administer membership records. 
2. f) To fundraise and promote the interests of the Scout Group and Explorer Scout Unit. 
3. g) To manage our volunteers. 
4. h) To maintain our own accounts and records (including the processing of gift aid 

applications); 

5 What is the legal basis for processing your/your child(ren)’s personal data? 

We only use your personal information where this is permitted by the laws that protect your privacy rights. We only use personal information where: 

1. a) We need to use the information to comply with our legal obligations. 
2. b) We need to use the information to contact you regarding meetings, events, collection 

of membership fee’s etc, (i.e. for the day to day running of the group). 

1. c) It is fair to use the personal information in your or our interests, where there is no disadvantage to you – this can include contacting you about products or services related to Scouting. 
2. d) The processing is necessary for the person’s 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. 

6 How we store personal data 

We are committed to the protection of your personal information. It is only shared as necessary to administer peoples’ membership of the Scout Group, provide and run activities, and ensure that we can keep individuals safe. 

We store data on paper forms, in encrypted spreadsheets, and secure digital online database systems, where access to that data is restricted and controlled. 

We generally store personal information in the following locations:- 

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

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 Beaver and Cub Sections of the Group, and information related to the pursuit of awards and ‘badges’ within the Scout Section and Mallory Explorer Unit. 

Encrypted Spreadsheet. We store the personal information of Adults and Youth members for the day to day running of the Scout Section of the Group and the Explorer Unit in an encrypted spreadsheet, with access limited to two individuals (the Section Leader of both sections, and the administrator who maintains this membership spreadsheet). Subsets of this information are only shared as necessary to provide and run activities whilst keeping individuals safe. 

‘eDofe’. This on-line system is administered by the Duke of Edinburgh Award Scheme, and contains information related to individuals’ pursuit of the Duke of Edinburgh Award Scheme. 

Printed records and Event data 

Paper is still used within the sections to capture and retain some data for example the following: – 

1. a) New joiners form. 
2. b) New joiners waiting lists. 
3. c) Health and contact records update forms. 
4. d) Gift Aid Collection forms. 
5. e) Events consent from parents. 
6. f) Events coordination with event organizers. 
7. g) Health and contact details for instant, reliable access during activities, when it is 

needed to ensure the safety and welfare of participants. 

1. h) Award notifications/nominations 

In the case of Joining forms, Health and contact update forms, this information is securely held by the leader or administrator, and transferred to our secure digital systems as soon as possible before the paper form is destroyed. 

Gift Aid collection forms will be securely held by the Group’s Treasurer to aid in the collection of Gift Aid for monthly membership fee’s, we have a legal obligation to retain this information for 7 years after our last claim. 

Events 

As a member of 2nd Monkspath Scout Group or Mallory Explorer Scout Unit it is hoped you will take up the opportunity to attend many activities, events and camps. During these, it may be necessary to have less secure means of carrying data, to ensure reliable, instant access to personal information, such as printouts of personal contacts and medical 

information, rather than relying on secure digital systems, as often internet and digital access will not be available. 

We will ensure: 

1. a) Transfer of paper is secure, such as delivery by hand. 
2. b) Paper copies of information produced for events are securely destroyed after use. 
3. c) Secure destruction will be through shredding or securely burning. 
4. d) Always keeping the paper records secure. 
5. e) If transferred to somebody, we will ensure they are aware of their obligation to audit 

that they return them or destroy them as appropriate when the event is complete. 

7 Sharing and transferring personal Information 

We will only normally share personal information within our Scout Group leaders and executive members, and with activity providers whom we have engaged to provide activities for members and need medical and contact details to ensure the safety and welfare of those taking part in activities. 

We will however share your personal information with others outside our Scout Group where we need to meet procedural or legal obligations. This may include: Solihull Scout County, the Blythe District of Solihull Scout County, The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement and medical services. We will only share your personal information to the extent needed for the above purposes. 

If you move from 2nd Monkspath Scout Group or Mallory Explorer Scout Unit, to another Scout Group or Explorer Scout Unit we may transfer your personal information to them, unless you ask us not to. 

We will never sell your personal information to any third party. 

Sometimes we may nominate a member for national award, (such as a Scouting or Duke of Edinburgh award) and such nominations would require we provide personal information to the awarding organization. 

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organization where there is a legitimate reason to do so. When appropriate, we will take steps to anonymize the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.). 

8 Third Party Data Processors 

2nd Monkspath Scout Group and Mallory Explorer Scout Unit, employs the services of the following third-party data processors:- 

1. a) The Scout Association via its adult membership system “Compass” which is used to 

record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check. The data processor for Compass is The Scout Association. 

1. b) Online Youth Manager Ltd (Online Scout Manager) which is used to record the 

personal information, badge records, event and attendance records etc. The data processor for Online Scout Manager is Online Youth Manager. 

1. c) Various e-mail providers are used to transfer information to and from members and 

parents. 

1. d) Cloud services such as Google Drive, Google Forms or Microsoft OneDrive are 

used for day-to-day administration of Group affairs, and may be used to store or share information temporarily, or to store information which includes very limited personal information. 

9 Automated decision making 

2nd Monkspath Scout Group and Mallory Explorer Scout Unit do not have any automated decision-making systems. 

10 Transfers outside the UK 

2nd Monkspath Scout Group and Mallory Explorer Scout Unit will not transfer your personal information outside of the UK, with the exception of where an event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations. 

11 How do we protect personal data? 

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for as long as necessary for the purpose for which it is used. 

12 How long do we keep your personal data? 

We will retain your personal information, throughout the time you/your child(ren) are a member of, or involved in, 2nd Monkspath Scout Group and Mallory Explorer Scout Unit. 

We will retain your full personal information for a period of one year after you have left 2nd Monkspath Scout Group and Mallory Explorer Scout Unit. We will retain names and dates of attendance in perpetuity. Where awards have been gained, we will keep a record of name and the award in perpetuity unless requested to delete this data. We will retain contact details of adult members for as long as we believe they may have an interest in the affairs of our Group or Unit, or until asked to delete them. We will retain contact details and dates of birth of youth members until the age of 21, or age 25 for those working towards an award, or ask members if they are happy for us to keep them longer should we believe they may continue to have an interest in the affairs of our Group or Unit. 

We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21) 

13 Your rights and your personal data 

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 data protection regulator. 

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

1. e) The right to be informed – you have a right to know how your data will be used by 

our Scout Group. 

1. f) The right to access your personal data – you can ask us to share with you the 

data we have about you. 

1. g) The right to rectification – this means you have the right to have inaccurate 

personal data rectified, or completed if it is incomplete. 

1. h) 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 can be held for legal reasons. 

1. i) The right to restrict processing – if you think there’s something wrong with the 

data being held about you, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem is resolved. 

1. j) 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. 

1. k) The right to object – you can object to the ways your data is being used. This is 

intended to make it easier to avoid unwanted marketing communications and spam from third parties. 

1. l) Rights in relation to automated decision making and profiling – this protects you 

in cases where decision are being made about you based entirely on automated processes rather than a human input. 

Please contact your child(ren)’s Section Leader, our Group Scout Leader or our Chairman for more information, in the first instance. 

Whether or not you exercise your new rights is up to you – the main thing to remember is that they are there if you need them. 

14 Further processing 

If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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. 

15 Contact Details 

To exercise all relevant rights, queries of complaints please in the first instance contact your or your child(ren)’s Section Leader. 

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. 

Reviewed: 24 May 2018