Privacy Policy
Who we are
1st Snaith Scout Group comprises of a Beaver Scout Colony, Cub Scout Pack, Scout Troop and Explorer Scout Unit, and our registered address is 1 Pear Tree Avenue, Long Drax, Selby, North Yorkshire, YO8 8NQ.
The Group are members of The Scout Association which is a national charity incorporated under Royal Charter. All registered Scout Groups are set up as independent charities and managed by their own Executive Committee who act as Charity Trustees.
The Group Scout Council is the electoral body at 1st Snaith and is comprised of leaders, supporters, advisers, instructors and parents. When a young person joins the Group as a Beaver, Cub, Scout or Explorer their parents automatically become members of the Group Scout Council who meet once a year at the Annual General Meeting (AGM).
The Group Executive Committee are accountable to the Group Scout Council and any parent of a youth member is able to stand for election onto the Executive Committee at the AGM should they wish to do so.
General Data Protection Regulations
The Group Executive at 1st Snaith have implemented the GDPR Toolkit and Best Practice Guide issued by Black Penny Consulting in partnership with The Scout Association.
We comply with our obligations under GDPR by:
• Keeping personal data up to date.
• Storing and destroying data securely.
• Not collecting or retaining an excessive quantity of data.
• Protecting personal data from loss, misuse, unauthorised access and disclosure.
• Ensuring that appropriate technical measures are in place to protect all personal data.
Your Rights
You are able to view and edit your personal information directly on the parent interface of our online membership system (MyScout). Adult volunteers can also access their personal information on Compass, The Scout Association’s National
Membership Database. Under the new regulations 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. In the first instance please contact the Group Executive Committee by emailing information@snaithscouts.org.uk who will be able pass your request on to our designated Data Protection Officer.
How we gather personal information
The majority of the personal information we hold about our members is provided to us directly either by yourself as an adult member or by a parent/legal guardian of our youth members. This information is usually provided either in paper form or via one of the online membership systems. In the case of an adult member or volunteer, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service (DBS).
Where a member is under the age of 18 all information will only be obtained from a parent/guardian and cannot be provided by the young person themselves. It is entirely the parent’s/legal guardian’s responsibility to ensure that all relevant information is kept up to date at all times. This can be done by logging onto MyScout (our online management system) and making any necessary changes.
How we use your personal information
We collect and use personal information for the following purposes:
• Personal / medical information for the identification and protection of an individual whilst in the care of the Scout Group.
• An individual’s religion is necessary to respect their beliefs with regards to activities, food and holidays.
• We process the data to enable us to administer our membership records and keep them up to date.
• To fundraise and promote the interests of the Scout Group.
• To manage our volunteers.
• To maintain our own accounts including the processing of Gift Aid applications.
• To be able to contact you to inform you of news, events, meetings & activities the Group may be running or attending.
Our legal basis for using your personal information
We only use your personal information where it is permitted by the laws that protect your privacy rights. We only use personal information where:
a) We need to use the information to comply with our legal obligations.
b) We need to use the information legitimately to contact with you, regarding meetings, events, collection of membership fee’s etc., i.e. for the day to day running of the Group.
c) It is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services within Scouting.
Sharing and transferring personal information
We will only normally share personal information within the Group. This may be with other Leaders or Executive Members where necessary.
We will however share your personal information with others outside 1st Snaith where we need to meet or enforce a legal obligation, this may include organisers of events and camps the member is attending, such as Blacktoft Beacon District,
Humberside Scout County, PGL etc. so they may fulfil any legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.
We may also share a member’s personal detail with The Scout Association and its insurance subsidiary ‘Unity’, local authority services and law enforcement, along with any other insurance company 1st Snaith has contracted to provide services. We will only share your personal information to the extent needed for those purposes.
If you move from 1st Snaith, to another Scout Group or Explorer Unit we will transfer your personal information to them usually via our online management system (Online Scout Manager). In situations where this is not possible, a record card can be generated which will be printed off and given to the young person concerned to pass on to their new Scout Group.
We will never give or sell your personal information to any third party for the purposes of marketing.
Occasionally we may nominate a member for national award (such as a Scouting or Duke of Edinburgh’s Award); such nominations would require we provide contact details to that organisation.
Third party data processors
1st Snaith engages the services of the following third-party data processors:
The Scout Association through its national database Compass – which is used to record the personal information of leaders and all other adult volunteers in Scouting.
Unity Insurance – the insurance company used by the Group, which is a subsidiary of The Scout Association.
Online Youth Manager Ltd – which is used to record the personal information, badge records, event and attendance records of our members. We have a data processing agreement in place with Online Youth Manager.
Dropbox – occasionally used for secure transfer of limited personal information for events.
Cloud based backups e.g. iCloud, KnowHow, Google – these are used in limited circumstances to back up data.
All of the above have trusted Privacy Policies of their own which are available to view on their respective websites. Should you have any questions relating to these then please contact the companies directly
How long do we keep your personal information for
1st Snaith will maintain all of your personal information throughout the time you are a member of the Group. We will retain your full personal information for a period of up to twelve months after you have left 1st Snaith Scout Group, and in a much more limited form for a period of up to 15 years (until age 21) to fulfil our legal obligations for insurance and legal claims.
We will also keep any Gift Aid claim information for the statutory 7 years as required by HMRC (which may be beyond age 21)
Automated decision making
1st Snaith does not have any automated decision-making systems in operation.
Transfers outside the UK
1st Snaith will not transfer your personal information outside of the UK, with the exception where an Event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.
Data Storage
1st Snaith is committed to the protection of your personal information.
We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
Compass – The Scout Association’s secure national database used for collection & storage of personal data for all adult volunteers.
Online Scout Manager – a secure membership database where the personal information of both adult volunteers and youth members is stored to enable us to perform the day to day running of the Group.
Printed records and event data
Paper may be used within 1st Snaith to capture and retain some data, for example the following: –
• New Member Registration Forms.
• Health and Contact Update Forms.
• Gift Aid Collection Forms.
• Events and activity consent form.
• Events coordination with event organisers.
• Award notifications / nominations.
In the case of Registration Forms, Health and Contact Update Forms, this information is securely held by the leader 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 Executive Committee to aid in the collection of Gift Aid for membership fees – we have a legal obligation to retain this information for 7 years after our last claim.
Events
Whilst a member of 1st Snaith Scout Group we hope that you will take the opportunity to participate in the wide range of activities and events on offer at a local, district and county level. To enable us to fulfil our legal obligations during such events, it may be necessary to adopt a less secure means of access to personal information. This may include printouts of emergency contacts, medical information and consent forms for specific events, rather than relying on secure digital systems. This is due to the fact that the internet and digital access may be intermittent and unreliable in some locations or may not be available at all. We will where possible minimise the use of paper to only what is required for each event or activity.
We will ensure that:
a) Paper records are always kept secure.
b) The transfer of any paper records is secure, such as physical hand to hand transfer or registered post.
c) When stored for long periods, paper records will be locked in a suitable cabinet.
d) All paper records are securely destroyed after use by either shredding or burning.
Awards
We may nominate a member for national award and such nominations would require that we provide contact details for the nominee, this is most often done on paper via registered post.
Photography
The law on image use and GDPR needs some clarification and the position at 1st Snaith is as follows: –
During Scout events and activities photographs or images of yourself or your child may be taken by leaders within the Group, other members of the Scout Association or members of the public. 1st Snaith Scout Group will only use images within a Scouting context such as for publicity purposes, in Scouting publications and very occasionally in the local media. Images may also be published on official Scout websites and Scouting affiliated social media as well as placed on display on the Scout notice boards in the meeting places. Please be assured that 1st Snaith will only use images in accordance with Scout Association guidelines
and will never identify any individuals without first seeking their specific permission. Please note that the Group cannot control or stop images being taken by other individuals, parents or organisations not connected with the 1st Snaith leadership team.
The Group will assume to have your consent regarding the taking of photographs. This consent can be withdrawn at a later date, as is your right under the new regulations. Once published on such forums, we would no longer have control over the photographs, as they could be downloaded, re-photographed, screen shots may be taken, or they may be shared by others and stored in systems not related to or controlled by 1st Snaith Scout Group.
The Group may store images of you or your child on the Online Scout Manager (MyScout) membership database for the purposes of identification, alongside and linked to the personal details of each member. Access to this image and the information we hold is strictly limited to the leaders and other authorised users of the system.
If you do not wish photographs of yourself or your child to be used in this way then please confirm, in writing, to the Group Scout Leader, and we will not publish any photographs of you or your child on a public forum from that point forward. However, we will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored.
Please note that attendance at any District or County Scouting activities or events is, however, considered to signify your consent for photographs to be taken and used in line with their respective Privacy Policies. Should you have any specific concerns about individual activities or events not organised and run by the Group, then it is your responsibility to contact the activity organiser and make them aware of your concerns prior to the event.
Glossary
Online Youth Manager Ltd – The company that we employ to provide us with our online management system.
Online Scout Manager (OSM)– The leader interface of our online management system.
MyScout -The parent interface of our online management system.
Compass -The Scout Association’s national membership database for leaders and other adult volunteers.
Unity -The insurance subsidiary of The Scout Association.
Useful links
Further information regarding the Privacy Policies of our third-party data processers can be found by following the links below:
The Scout Association https://members.scouts.org.uk/privacy
Unity Insurance https://www.scoutinsurance.co.uk/privacy_policy.html
Online Youth Manager https://www.onlineScoutmanager.co.uk/security.php
Dropbox https://assets.dropbox.com/www/en-us/security/privacy_data_protection_whitepaper.pdf
Further Processing
Should we wish to use your personal information for a new purpose not covered above, or we employ the services of additional third-party data processers we will issue a new Privacy Notice setting out the relevant purposes and processing conditions before implementing the changes.
Contact Details
If you have any questions regarding this policy or wish to exercise any of your rights, please contact the Group Executive by emailing information@snaithscouts.org.uk who will pass your request on to our designated Data Protection Officer.