Privacy Policy

What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data 82nd Sheffield (Chapeltown) Scout Group process and for what purposes. 82nd Sheffield (Chapeltown) Scout Group are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR2.

This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with 82nd Sheffield (Chapeltown) Scout Group.

Who we are

82nd Sheffield (Chapeltown) Scout Group are a registered charity with the Charity Commission for England & Wales; charity number 524732.

The Data Controller for 82nd Sheffield (Chapeltown) Scout Group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Albert Theaker.

From this point on 82nd Sheffield (Chapeltown) Scout Group will be referred to as “we”.

We have appointed William Hancock as our Data Protection Officer.

The data we may process

The majority 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).

Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.

We may collect the following personal information:

  • Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.
  • Date of birth - so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.
  • Gender – so that we can address individuals correctly and accommodate for any specific needs.
  • Emergency contact information - so that we are able to contact someone in the event of an emergency.
  • Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks.
  • Bank account details, payroll information and tax status information - so that we are able to pay any staff that might be employed by us and collect gift aid from HMRC where donations are made.
  • Training records - so that members can track their progression through the Scout programme or adult training scheme.
  • Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.
  • Health records - so that we can make suitable arrangements based on members medical needs.
  • Criminal records checks - to ensure Scouting is a safe space for young people and adults.

The lawful basis we process your data by

We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.

We use personal data for the following purposes:

  • to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 82nd Sheffield (Chapeltown) Scout Group
  • to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
  • to administer membership records
  • to fundraise and promote the interests of Scouting
  • to manage our volunteers
  • to maintain our own accounts and records (including the processing of gift aid applications)
  • to inform you of news, events, activities and services being run or attended by 82nd Sheffield (Chapeltown) Scout Group
  • to ensure and evidence your suitability if volunteering for a role in Scouting
  • to contact your next of kin in the event of an emergency
  • to ensure you have and maintain the correct qualifications and skills.

We use personal sensitive (special) data for the following purposes:

  • for the protection of a person’s health and safety whilst in the care of 82nd Sheffield (Chapeltown) Scout Group
  • to respect a person’s religious beliefs with regards to activities, food and holidays
  • for equal opportunity monitoring and reporting.

Our retention periods

We will keep certain types of information for different periods of time in line with GDPR and subject to your consent when you leave 82nd Sheffield (Chapeltown) Scout Group.

The Scout Association’s Data Protection Policy can be found here: http://www.scouts.org.uk/por and the Data Privacy Notice here: https://scouts.org.uk/privacy-policy/.

Sharing your information

Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment in the 82nd Sheffield (Chapeltown) Scout Group.

We will share the personal data of youth members and their parents/guardians with The Scout Association Headquarters for the purpose of managing safeguarding cases. The privacy and security notice for The Scout Association can be found here: https://www.scouts.org.uk/DPPolicy. The sharing of this data will be via the Online Scout Manager platform which is used by 82nd Sheffield (Chapeltown) Scout Group to manage youth membership. The privacy and security notice for OSM can be found here: https://www.onlinescoutmanager.co.uk/security.html

Adult volunteers
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 82nd Sheffield (Chapeltown) Scout Group as well as with The Scout Association Headquarters as data controllers in common.

All data subjects
We will however share your personal information with others outside of 82nd Sheffield (Chapeltown) Scout Group where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.

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

Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation.

Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR.

How we store your personal data

We generally store personal information in the following ways:

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

Online Scout Manager - is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data.

Microsoft - We also use the Microsoft suite of applications and services to store and process information. Their Privacy Policy can be found here: https://privacy.microsoft.com/en-gb/privacystatement

WhatsApp - Our Leaders may also use WhatsApp Messaging to send personal details between each other the privacy policy is available here: https://faq.whatsapp.com/general/security-and-privacy/

Zoom - As of March 2020, we also use Zoom Video Conferencing for some of our Virtual their Legal & Privacy Policy can be found here: https://zoom.us/privacy-and-legal

In addition, adult volunteers will hold some personal data on local spreadsheets/databases.

Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:

  • Gift Aid administration
  • Event registration
  • Health and contact records forms (for events)
  • Events coordination with event organisers

Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.

Further processing

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

How we provide this privacy notice

A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.

Your rights

As a Data Subject, 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 Information Commissioner’s Office (www.ico.org.uk)

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

  • The right to be informed – you have a right to know how your data will be used by us.
  • The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
  • The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.
  • 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 will be held by The Scout Association for legal reasons.
  • The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
  • 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.
  • The right to object – you can object to the ways your data is being used.
  • 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, it’s highly unlikely that this will be used by us.

Our Website

This website is hosted by JustHost.com, an Endurance International brand. Their Privacy Policy can be found here: https://www.endurance.com/privacy/privacy

Comments
When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms
When visitors use the Contact form on the site, we collect the data shown in the Contact form, and also the visitor’s IP address and browser user agent string to help spam detection. The data in the Content form is sent by email to one of our members. This data will be kept only as long as it is necessary.

Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics
Our Analytics are provided by Jetpack, you can read their Privacy Policy here: https://jetpack.com/support/privacy/

Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by emailing Info@82ndChapeltownScouts.org

Version number and date of the last review

v2.0 – 02/09/20

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