Data Privacy Notice/Policy

This Data Privacy Notice/Policy describes the categories of personal data 1st Haywards Heath Scout Group process and for what purposes. We 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 Data 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 the 1st Haywards Heath Scout Group.

Who we are

The 1st Haywards Heath Scout Group, is registered with the Charity Commission for England & Wales; Charity Number 267349. Our mission is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. We are regulated as a member of the UK The Scout Association, (see www.scouts.org.uk for more information).

The Data Controller for the 1st Haywards Heath Scout Group is the Executive Committee who are appointed at an Annual General Meeting (AGM) and are Charity Trustees. The Chair of the Charity Trustees is Dave Cornick chairman@1sthaywardsheathscoutgroup.org Any parent of a youth member can request to join the Executive Committee at the AGM and every parent has the right to attend the Annual General Meeting.

From this point on the 1st Haywards Heath Scout Group will be referred to as “we”.
Being a small charity, we are not required to appoint a Data Protection Officer.

The Data we 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 way we process your Data

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 the 1st Haywards Heath 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 the 1st Haywards Heath 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 the 1st Haywards Heath Scout Group
• to respect a person’s religious beliefs with regards to activities, food and holidays
• for equal opportunity monitoring and reporting

How long we keep your Data

We will keep certain types of information for different periods of time in line with Mid Sussex District Scout Retention Policy which can be found here.

The Scout Association’s Data Protection Policy the Data Privacy Notice can be found here.

Sharing or Transferring your Data

Young people – we will normally only share personal information with adult volunteers holding an appointment in the 1st Haywards Heath Scout Group or volunteers assisting with the organisation of specific activities and events such as home contacts and fundraising.
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. The sharing of this data will be via the Online Scout Manager platform which is used by the 1st Haywards Heath Scout Group to manage youth membership. The privacy and security notice for OSM can be found here.

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 1st Haywards Heath Scout Group as well as with The Scout Association Headquarters as data controllers in common.

All data subjects – we will, however, also share personal information within Mid Sussex District Scouts, West Sussex County Scouts and the wider Scouting movement, where we need to meet or enforce a legal obligation. Examples include the transfer of a young person’s record to another Scout Group or Explorer Unit; the provision of personal information to an event co-ordinator where supply of personal data is a legal requirement a young person is participating in a Scout event; the Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement for incident and accident reporting. We will only share your personal information to the extent needed for these purposes.

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to
anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.). If any identifiable data is to be shared we will seek your consent. We will never sell your personal information to any third party for the purposes of marketing.

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 and DPA 2018.

How we store your Personal Data

We are 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.

The Scout Association via its adult membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check.

Online Youth Manager Ltd (Online Scout Manager – OSM) which is used to record the personal information, badge records, event and attendance records etc. We have a data processing agreement in place with Online Youth Manager and more information is available here.

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 and administration
• Permission, Health and Contact 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.