Who are we?
Ash Green Scout Group was founded in 1972 and is registered with the Scout Association (Reg. No. 16073). The Group fully adopts the policies of the Scout Association as defined in the Policy Organisation and Rules (POR).
What information do we collect and why?
Membership and joining information
As a membership organisation we collect and process information about our members to provide Scouting to them. This may include Personal or Special information such as:
Name and contact details
Date of Birth
Bagde and Award Information
We use this information to communicate with our membership and carry out our obligations as a Scout Group. We 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 rejoin).
The use of personal data includes:
To enable us to provide a voluntary service for the benefit of the public
To manage our volunteers
To manage our membership records
To update members
To report on our membership
For financial accounting
We also collect information from those looking to join Scouting. As a youth organisation we collect information on young people under the age of 18.
Events and activities
We use registration forms to sign up for activities and events. We collect this information to facilitate the event. It is often necessary to also collect sensitive information relating to the participant including health information. This is used to safely facilitate the event and isn’t passed to any third party – with the exception of medical professionals in the case of a medical emergency.
We may send you communications relating to the event you have registered for using the details provided. If you have been asked to provide an ‘Emergency’ or ‘home contact’ we may contact them during the event if required.
When making a donation, if eligible, you can opt to Gift Aid your donation(s). We will use the information provided to process your Gift Aid application and Gift Aid any subsequent donations.
We have a duty to report accidents and near misses. The nature of the incident will determine the process followed.
Where appropriate these may be reported to:
Home contact/In touch contact
The Health and Safety Executive
The Scout Association
Scout Insurance Services (Unity)
Emergency services/health professionals
Other professional bodies we belong to
The accident report will be kept in line with National Scouting guidelines and the requirements of our insurers.
Photography and videography
Attending events facilitated by Ash Green Scouts may mean that you are photographed or videoed. We will use these images for non-commercial Scouting purposes including promoting future events, social media, documents and publications, websites, press.
If you do not wish to be photographed/videoed you can make the event organiser or the camera operator aware and we will do our best to comply with your wishes. If your photograph is taken and subsequently published by us, you can contact our Data Protection Officer to have it removed.
We aim to seek appropriate permission before publishing full names alongside videos, images or quotes which identify the individual.
Electronic payments are handled directly by our payment merchants and we do not store your payment data. This information is stored as per the payment processing merchants’ policy.
How we use your information
In most instances our lawful basis for processing is ‘Contract’ to provide ‘Scouting’, an event or activity.
We may also contact our members to communicate important information. Our lawful basis for processing is ‘Legitimate Interest’.
We rely on ‘Consent’ when signing up for optional communications.
Where we collect special category data such as health information and data on young people/adults, processing is carried out in the course of our legitimate activities with appropriate safeguards, on the condition that the processing relates solely to members, Ash Green Scouts members or members of The Scout Association.’ Condition (d) in Article 9(2).
How your information is stored
Ash Green Scouts uses specialist systems for storing and processing personal information. We have carefully selected the providers that we work with to ensure they have strong data policies in place and meet the requirements of GDPR.
Our website uses SSL encryption to ensure your connection to the site and data entered in our contact forms are secure.
Further details about these systems are available on request.
How long your personal data will be kept
We keep information for different periods of time for different purposes as required by law or best practice. Event information is normally kept for 1 year following the event.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.
Details about the retention of specific data can be obtained by contacting our Data Protection Officer.
Who do we share your personal information with
As a membership organisation, member data is shared with The Scout Association.
We don’t share personal information with third parties except where expressly detailed or where required by law enforcement.
GDPR legislation gives you a number of rights regarding your personal information which you can access at no cost:
The right to be informed – we aim to be transparent about the information we collect and why we are using it. You can request further information from us at any time
The right of access – you can request the information we hold about you
The right to rectification – you can request us to correct any mistakes in the information we hold
The right to erasure – you can request us to delete the information held on you
The right to restrict processing – you can request us not to process your data in a particular way
The right to data portability – to have us transfer your information electronically to yourself or another provider
The right to object – to object to how we are using your information
Rights in relation to automated decision making and profiling
We will always aim to comply with your request unless there is a legitimate reason for us to use your information or to comply with lawful obligations.
If you have a concern about how your data has been collected or used you also have the right to lodge a complaint with the Information Commissioners Office – https://ico.org.uk.
How to contact us
You can contact our Data Protection Officer at firstname.lastname@example.org
Our postal address is:
New Ash Green Youth Centre, North Square, New Ash Green, Kent DA3 8JT
Ash Green Scouts GD Privacy Notice V1.0 - May 2018