Privacy Policy

Burley in Wharfedale
Scouting and Guiding Group
Privacy Notice

Under data protection law, individuals have a right to be informed about how the Burley in Wharfedale Scouting and Guiding Group uses any personal data that we hold about them. We comply with this right by providing a ‘privacy notice’ (sometimes called ‘fair processing notice’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store and use personal data about children, teenagers and adults in the Burley in Wharfedale Scouting and Guiding units.

The Executive Committee of the Burley in Wharfedale Scouting and Guiding Group are the ‘data controller’ for the purposes of data protection law.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about children, parents and carers includes, but is not restricted to:

  • Contact details, contact preferences, date of birth,
  • Details of any medical conditions, including physical and mental health
  • Details of any Special Educational Needs and Care Plans
  • Photographs

Why we use this data

We use this data to:

  •  To register the children with the Scouts and Girlguiding
  •  To administer waiting lists
  •  To be able to contact parents / carers in emergency situations
  •  To be able to administer emergency medical treatment if necessary
  •  To provide appropriate care for the children
  •  To produce attendance registers
  •  To administer gift aid claims
  •  To produce event contact lists and event co-ordination
  •  To produce health care plans
  •  For the day to day running of the units
  •  To deal with enquires from our website

Our legal basis for using this data

We only collect and use children’s and parents’ / carers’ personal data when the law allows us to. Most commonly, we process it where:

  •  We need to comply with a legal obligation, for example Gift Aid claims, DBS checks for adult members
  •  We only collect personal data that is necessary for the purpose of its legitimate interests as a membership organisation. We need this information to contact you regarding meetings, events, membership fees, fundraising and the day to day running of the Group.
  •  It is fair to use the personal data in our 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 and Girlguiding.

Collecting this information

The majority of the personal data we hold is provided to us directly by the parent or carer on completion of a joining form.

Online membership systems are used to manage personal data.

Event consent forms are completed prior to a trip / event.

The online membership system for Scouting can be accessed by parents / carers to check and update personal information.

Gift aid forms (paper and electronic via Online Scout Manager) are collected to enable the organisation to claim gift aid on membership fees and donations. We have a legal obligation to retain this information for 7 years after our last claim.

How we store this data

We are committed to the protection of your personal data. We generally store personal data in securely held paper form and a secure online membership system.

Girlguiding – Go membership system, Scouting – Online Scout Manager run by Online Youth Manager Ltd, are secure membership databases where personal data of adults and children members are stored for the day to day running of the Groups.

Gift aid forms are securely held by the Group’s Treasurer to aid the collection of Gift Aid.

Event consent forms are stored securely prior to the event. In order to fulfil our legal obligations, we will be required to potentially have a less secure means of accessing personal data such as emergency contact and medical details taken off the premises during the event. We will minimise the risk by ensuring the data is secure and is securely destroyed after the event using either a cross shredding machine or securely burned.

If personal data is transferred from one leader to another, we will audit that they return them when the event is complete.

When we destroy the data

We will retain personal data, through the time individuals are in the Burley in Wharfedale Scouting and Guiding Group.

When a member leaves a unit, their details are removed from the online database (GO, OSM) unless a member is waiting to join another unit and their details are kept on the online database.

Emergency contact details, consent and health forms are destroyed after the event. If medical treatment has been administered, these are sent to Girlguiding HQ or Group Scouting Leader.

Gift aid information are kept for 7 years after a claim as required by the HMRC.

The Girlguiding and Scouts keep personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any legal, accounting or reporting requirements. Consideration is given to the amount, nature and sensitivity of the personal data; the potential risk of harm from unauthorised use or disclosure; the purposes for which it is processed, whether this can be achieved through other means and the legal requirements.

Data sharing

We do not share information about children or parents / carers with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information with:

  • Girlguiding
  • Scouts
  • Duke of Edinburgh Award
  • GO Membership system
  • Online Management system run by Online Youth Manager
  • Insurance
  • Other Scouts or Girlguiding Groups if a child transfers to another unit
  • Emergency services

We will never sell personal data to any third party for the purposes of marketing.

Your personal data will be treated in the strictest confidence and we will only share your data with third parties where there is a legitimate reason to do so. If identifiable data is to be shared where there is not legitimate reason, we will seek your consent.

Third Party Data Processors

Scouts – via its membership system “Compass” which is used to record the personal data of leaders, adults and parents / carers who have undergone a Disclosure and Barring Service check.

Go Membership system (Girlguiding) and Online Youth Manager (Scouting Online Scout Manager) which is used to record the personal data, DBS checks (for Girlguiding), badge records, awards, qualifications, event and attendance records.

HMRC for processing Gift Aid claims.

Outside the UK – if an event is taking place outside of the UK, it will be necessary to provide personal data to comply with our legal obligations. Generally, such an event will have its own data collection form which will be securely held and disposed of after the event.

Photography and Social Media

Promoting Scouting and Girlguiding is important to the Group, as such it is in the interest of all members to advertise the Group through the use of appropriate positive images.

Social media is used as a means of promoting our brand, fundraising and our activities. Our Public Facebook Page, Twitter and Website allows us to quickly share news and photos that we think are appropriate to a wider audience. As these are used as promotional tools neither is restricted or “closed” in any way.

When we are away at events, and at our weekly meetings, photos may be taken and published on social media sites and website. These photos may be taken on leader’s phones or cameras and will be stored securely on the unit leader’s computer or in paper form in a locked cupboard. The consent obtained on joining the unit or separate consent will be applied, if photos need to be shared with children or parents.

We will:

  • Seek consent before using photo / image / video that identify the individual (consent required from parent / carer if under the age of 18)
  • Consider the content of all photo/image/video for good taste before publication
  • Only publish photos/images relating to Scouting and Girlguiding
  • Not publish a child’s full name or address with a photograph
  • Remove any photo/image/video that breaches these guidelines or remove if requested by the individual, parent / carer as quickly as possible after it is brought to our attention
    Not hold photo / image / video for longer than is necessary. When they are no longer required, they will be securely destroyed.
  • Endeavour to keep to the above guidelines, we cannot control the legal right of third party photographers to take pictures taken in a public place and publish them to websites and other publications that are outside of our control. At large scale events (over 100 people) photo permissions do not apply as it is recognised that it is not possible for a leader to control photographs that are taken by others.

Some units may have a separate social media site. The individual unit will monitor and apply the consent obtained on joining the unit or separate consent for use of photo / image / video on these sites.

Parent / carer and child rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the Group holds about them.

Parents/carers can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.

If you make a subject access request, and if we do hold information about you or your child, we will:

  • Give you a description of it
  • Tell you why we are holding and processing it, and how long we will keep it for
  • Explain where we got it from, if not from you or your child
  • Tell you who it has been, or will be, shared with
  • Let you know whether any automated decision-making is being applied to the data, and any consequences of this
  • Give you a copy of the information in an intelligible form

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request please contact the Group’s Chairperson as detailed on our website.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

  • Object to the use of personal data if it would cause, or is causing, damage or distress
  • Prevent it being used to send direct marketing
  • Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
  • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

To exercise any of these rights, please contact your leader in the first instance and then Group Chairperson.

Breach Notification

We will notify our users of any breach of data via email within 72 hours of identifying the breach.

Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact our Executive Committee using the contact details via the Groups website. http://www.burleyscoutsandguides.org.uk/contact-us/

Alternatively, you can make a complaint to the Information Commissioner’s Office: online at https://ico.org.uk/concerns/ , call 0303 123 1113, or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF