Privacy Policy

What is this Privacy Notice & Policy?

This Data Privacy Notice and Policy describes the categories of personal data that Wetherby District Scouts process and for what purposes. Wetherby District Scouts 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 GDPR.

This Privacy Notice and Policy applies to members, parents/guardians of youth members, volunteers, contractors, suppliers, supporters, donors and members of the public who will make contact with Wetherby District Scouts.

Who are we?

Wetherby District Scouts are an excepted charity by the Charity Commission for England and Wales.
Being a small charity we are not required to appoint a Data Protection Officer.

The Data Controller for Wetherby District Scouts is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Tim Archer and he can be contacted via www.wetherbydistrictscouts.org.uk/contact-us
From this point on Wetherby District Scouts will be referred to as ‘we’.

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 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.
• Tax status information – so that we are able to collect gift aid from HMRC where membership fees are paid and any other 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.
• Driving licence, insurance and medical information – to ensure that adults driving the Wetherby District Scouts minibus are licensed and insured

The lawful basis we process your data by

We comply with our obligations under the GDPR and DPA 2018 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 Wetherby District Scouts
• 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 Wetherby District Scouts
• 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 Wetherby District Scouts
• to respect a person’s religious beliefs with regards to activities, food and holidays
• for equal opportunity monitoring and reporting.
• for insuring drivers of the Wetherby District Scouts minibus

Our retention periods

We will keep certain types of information for different periods of time in line with our Data Retention Policy, which is an appendix to this Data Privacy Notice and Policy.

The Scout Association’s Data Protection Policy and Data Privacy Notice are available on its website https://scouts.org.uk

Sharing your information

Young people and other data subjects

We will normally only share personal information with appropriate adult volunteers holding an appointment in Wetherby District Scouts.

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 Wetherby District Scouts and Central Yorkshire Scouts 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 Wetherby District Scouts 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. 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 and DPA 2018. 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.

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, used for the collection and storage of adult volunteer personal data.

Online Scout Manager (OSM) – this is the online system used to store and manage data on young people within our Explorer Units.

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

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 & Policy

This Data Privacy Notice & Policy is available to those whose data is being processed by us through the Wetherby District Scouts website www.wetherbydistrictscouts.org.uk A printed version is 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 and DPA 2018, 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 and it is highly unlikely that this will be used by us.

Website Cookies

Forms related cookies

When you submit data through a form such as those found on our website contact pages or comment forms, cookies may be set to remember you and your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through our website.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Privacy information on its website.

Who to contact

If you have any queries relating to this Privacy Notice & Policy or our use of your personal data, please contact Tim Archer, Chair of the Executive Committee. He can be contacted via www.wetherbydistrictscouts.org.uk/contact-us

Version number and date of last review

Version number 2 – March 2019

Data Retention Policy

The purpose of this Data Retention Policy is to specify Wetherby District Scouts guidelines for retaining different types of data and for how long. It covers all data held by Wetherby District Scouts, including Explorer Units, regardless of the medium in or on which the data is held.

Where statute or regulation departs from the requirements of this policy, Wetherby District Scouts will comply with the relevant statute or regulation. This policy may be updated from time to time.

Personal data retention is governed by current Data Protection legislation. Data must be accurate, kept up to date and retained for no longer than is necessary for the purpose for which it was obtained. Details or retention periods are set out in the tables below.

The retention periods set out in this policy cover data that is routinely collected and stored by Wetherby District Scouts. Any other personal data required for ad hoc purposes will be destroyed as soon as it is no longer required.

RETENTION PERIODS

Young People

Adult volunteers

Parents/Guardians

Donors