Privacy & Data Protection
Data we collect
1st Finchampstead Scout Group (“the Scout Group”, “we”) store the data you give us for the purpose of you and your child’s safety, membership (or intended membership) of the Scout Group, and for our safeguarding processes. We do not collect data from sources other than yourself and we only provide your data to The Scout Association (TSA) and the Disclosure and Barring Service for the purposes of your membership and safeguarding processes. We will also provide relevant information about you to other organisations if we are required to do so by law.
When you, as a leader, or your child moves between sections (Beavers, Cubs, Scouts) the information we hold on you and your child does not change, however the data fields that record which section you or your child is associated with will change. Who has access to your data will also change depending on who in the new section needs access to it and who in the previous section no longer needs access.
When your child move on to Explorers we will delete their data, unless they decide to continue as a Young Leader, in which case we will retain it until they are no longer a member of the Scout Group.
Online systems we use
For the waiting list and section management, we hold children and adults’ details in Online Scout Manager (OSM). Their security policy is here: https://www.onlinescoutmanager.co.uk/security.php.
For the annual Scout Association (TSA) census, we will share non-dentifying data between OSM and TSA.
Disclosure requests are stored within Compass and within The Scout Association’s disclosure system.
Our website runs on WordPress, which sets the following cookies:
wordpress_logged_in_, wp-settings, wp-settings-time. Apart from that, we do not set any other cookies or use tracking services such as Google Analytics. No personal details are recorded by the website unless you submit a form requiring those details. All form entries are permanently deleted after 30 days.
These systems comply with GDPR and the Data Protection Act. In technical terms, the online systems listed here are the Data Processor and we are the Data Controller. For all online systems we set appropriate access levels, and encourage adult volunteers to use strong passwords. Where available the Scout Group also encourage the use of two-factor authentication.
In common with most Scout groups in the UK, our daily management of Scout Group sections requires Online Scout Manager, and our adult volunteer management requires Compass.
For events such as camps, we may print your data from OSM and/or Compass, or may ask you to complete a paper form. In an emergency we may not have access to online systems from a campsite. These paper copies of your data are destroyed at the end of the event unless they are required for investigating an incident that occurs on the event when the data will only be kept for as long as required by any investigation.
For applications for membership or a DBS check we may initially collect data using a temporary paper form or electronic copies of identity documents such as passports. Once the information has been transferred to our or the Scout Association’s IT systems these temporary copies are destroyed.
We do not keep your data on personal computers unless authorised by the Group Scout Leader for specific temporary purposes, for instance creating an email list for a specific purpose. We will not email personal details of Group members unless the data is password-protected and/or encrypted.
Your data which we store is necessary for you and your child to be members of the Scout Group and The Scout Association. We use it to contact you about scouting matters and incidents involving your child, for safeguarding children and vulnerable adults, for the payment of membership fees (subs) and in aggregated form for planning and management of the Scout Group and The Scout Association.
In particular it is necessary that our leaders know about any medical conditions that your child has, and medicines your child may need that are relevant for Scouting purposes. Sometimes, for instance if you are assisting at camp, we may also ask adults if they have any relevant medical conditions. This data is held on OSM or temporarily on paper for events.
Because it is necessary that we store your and your child’s data for safety and membership purposes you and your child would not be able to continue with your membership should you decide to request us to delete your data. You may request to end your membership and have your data deleted at any time by emailing the Group Scout Leader on firstname.lastname@example.org.
Your data will be deleted when no longer required for membership of the Scout Group.