Scouting is overall governed by the Scout’s Policy, Organisation and Rules Document which can be found by pressing the button below:

Data Privacy Policy:

What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data Greater London, South West County Scout Council process and for what purposes.  Greater London, South West County Scout Council 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/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 Greater London, South West County Scout Council.

Who are we?

  • Greater London, South West County Scout Council are a a registered charity with the Charity Commission for England & Wales; charity number: 303884.

The Data Controller for Greater London, South West County Scout Council is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees.  The Chair of the Charity Trustees can be contacted via the contact form on our website.

From this point on Greater London, South West County Scout Councilwill be referred to as “we”. Where possible we have access to a volunteer assuming the role of Data Lead.

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, where such photographs place the data subject as the focal point of the shot. 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 Greater London, South West County Scout Council
  • 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 Greater London, South West County Scout Council
  • 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 Greater London, South West County Scout Council
  • to respect a person’s religious beliefs with regards to activities, food and holidays
  • for equal opportunity monitoring and reporting.

Joint control of membership data

The Scout Association and Greater London, South West County Scout Council process the data of members, parents/guardians of youth members, volunteers on our membership databases. Volunteer data is processed between the local Scout Groups and The Scout Association. Information The Scout Association and Greater London, South West County Scout Council hold about volunteers may include the following, members, parents/guardians of youth members data is only held by Greater London, South West County Scout Council

•          name and contact details

•          length and periods of membership and volunteer service (and absence from membership and service)

•          details of training you receive

•          details of any youth badges and awards

•          details of your experience, qualifications, occupation, skills and any awards you have received

•          details of Scouting events and activities you have taken part in

•          details of next of kin or parents details (in the case of youth members)

•          age/date of birth

•          details of any health conditions

•          details of disclosure checks

•          any complaints we have received about the member

•          details about your role(s) in Scouting

•          details about your membership status

•          race or ethnic background and native languages

•          religion

•          nationality

Processing Activities

The following is a list of common data processing activities for members, parents/guardians of youth members, volunteers data on the membership systems. This includes an indication of which entity carries out this activity which is shared with the other.

Processing ActivityDescriptionProcessing entity
Scout Member captureInitial data load of a new Scout Member onto the membership databaseGreater London, South West County Scout Council
Scout Member disclosure checkDisclosure checks for any adult Scout Members that require themGreater London, South West County Scout Council initiate The Scout Association complete the check
Scout Member operational administrationThis may include: Scout Member data updates Maintaining training record Events attended Permits approved Badges awarded  Greater London, South West County Scout Council and The Scout Association
Scout Member disciplinaryScout Member disciplinary detail capturing where a Scout Member has breached POR or any other Scout policyGreater London, South West County Scout Council initiate The Scout Association involved if severity meets a policy threshold
Scout Member leavingThe updating of an individual’s membership status post leaving the association.Greater London, South West County Scout Council
Scout Member data reportingReporting on trends and monitoring data to be able to demonstrate The Scouts impact and to attract funding (this may include optional special category data of the Scout Members)The Scout Association   Greater London, South West County Scout Council may access special category data for Census and local Scouting delivery
Scout Member Training  The addition of mandatory training for Scout Members, where applicableThe Scout Association
Scout Member roles definitionThe definition of Scout Member roles on the membership databasesThe Scout Association

Our retention periods

We will keep certain types of information for different periods of time in line with our retention policy. Our retention policy can be found below this policy.

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

How we store your personal information

We generally store personal information in the following ways:

Membership Management System – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.

Online Scout Manager – is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data.

Trybooking – Online ticketing service used for events

In addition adult volunteers may 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:

  • 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.

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 systems. The privacy and [PS1] security notice for our youth membership system can be found here: https://www.onlinescoutmanager.co.uk/security.html#:~:text=Confidentiality,can%20provide%20support%20to%20you. 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.


Sharing your information

Young people and other data subjects

We will normally only share personal information with adult volunteers holding an appointment in the Greater London, South West County Scout Council

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 Greater London, South West County Scout Councilas well as with The Scout Association Headquarters as independent data controllers.

All data subjects

We will however share your personal information with others outside of Greater London, South West County Scout Council 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.

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 may require us to provide contact details and award nomination details, such as citations to that organisation. We may also shared data on award nominees for National Honours Awards, including the same data as above. 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 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.

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.

Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us using our contact form.

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, it’s highly unlikely that this will be used by us.

Data Retention Policy:

Young people

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until young person joins, whichever is shorterRequired for placing individual on a waiting list for a place
JoiningPersonal and Sensitive data (special category)2 Years after the young person leavesRequired for enquiries on membership
EventsPersonal and Sensitive data (special category)2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive dataUntil the young person is 21 or 3 years, whichever is greater  Legal claims raised against the incident
Training recordsPersonal data2 Years after the young person leavesRequired for any re-joins to connect them back to their training records
Attendance registerPersonal data18 monthsRequired to complete annual registration review Required to prove attendance for Gift Aid reclaimation
HQ Youth award registrationsPersonal and Sensitive data (special category including citation)6 months after the award completionTo retain their award registrations for the duration of the eligibility period
HQ Youth award completionsPersonal data and Sensitive data (special category including citation)6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number,completion dateTo retain their award registrations for the duration of the eligibility period Historic record of award completions

Adult volunteers

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until adult volunteer joinsRequired for placing individual on a waiting list for a place
JoiningPersonal and Sensitive data (special category)2 Years after the adult volunteer leavesRequired for enquiries on membership
Adult Information FormPersonal and Sensitive data (special category)12 months or until approval checks and “Getting started” training is complete, whichever is shortestRequired to assist in the appointment process
Identity Checking FormPersonal dataUntil ID data has been submitted to DBS/PVG and the vetting process is completeRequired to verify that the identity has been checked.
EventsPersonal and Sensitive data (special category)2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal and Sensitive dataUntil the adult volunteer is 21 or 3 years, whichever is greater  Legal claims raised against the incident
Training recordsPersonal data2 Years after the young person leavesRequired for any re-joins to connect them back to their training records
Appointments Advisory Committee notesPersonal data18 monthsRequired to review any training needs of adult volunteers
Adult award registrationsPersonal and Sensitive data (special category including citation)6 months after the award completionTo retain their award registrations for the duration of the eligibility period
Adult award completionsPersonal data and Sensitive data (special category including citation)6 months after the award completion HQ will retain the data permanently for basic data; name, county, award, membership number,completion dateTo retain their award registrations for the duration of the eligibility period Historic record of award completions

Parents

Data ProcessData TypeRetentionJustification
Pre join enquiriesPersonal data1 Year after enquiry or until young person joinsRequired for placing individuals young person on a waiting list for a place
JoiningPersonal data2 Years after the young person leavesRequired for enquiries on membership
One off eventsPersonal data2 months after eventRequired for enquiries on the event and responding to incidents
SafeguardingNA – See TSA Safeguarding policyNA – See TSA Safeguarding policyNA – See TSA Safeguarding policy
Incident – No medical interventionPersonal dataUntil the young person is 21 or 3 years, whichever is greater  Legal claims raised against the incident

Donors

Data ProcessData TypeRetentionJustification
Individual GiversPersonal Data1 YearTo keep you informed of your donation
Gift aid declaration6 Years after donationHMRC Tax Audit
Direct debit mandate6 Years after last Direct DebitAs proof of Direct Debit Instruction (DDI) and to assist in claims against that DDI

Customers

Data CategoryData TypeRetentionJustification
Scout Shop MerchandisePersonal data1 YearRequired for enquiries on purchases and account
Transaction data6 Years after purchase or duration of warranty period, whichever is longestHMRC Tax Audit or warranty period
Adventure CentresPersonal data1 YearRequired for enquiries on purchases and account
Transaction data6 Years after purchaseHMRC Tax Audit or warranty period

Staff

Data ProcessData TypeRetentionJustification
Income tax and NI recordsPersonal data3 years from the end of financial year to which they relateThe Income Tax (Employments) Regulations 1993 (SI 1993/744) as amended, for example by The Income Tax (Employments) (Amendment No. 6) Regulations 1996 (SI 1996/2631)
Payroll wage/salary records (also overtime, bonuses, expenses)Personal data6 years from the end of the tax year to which they relateTaxes Management Act 1970
Retirement Benefits Schemes – records of notifiable events, for example, relating to incapacityPersonal data6 years from the end of the scheme year in which the event took placeThe Retirement Benefits Schemes (Information Powers) Regulations 1995 (SI 1995/3103)
Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidencePersonal data3 years after the end of the tax year in which the maternity period endsThe Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960) as amended
Working time recordsPersonal data2 years from date on which they were madeThe Working Time Regulations 1998 (SI 1998/1833)
Recruitment recordsPersonal data6 months after the candidate has not been successfulTo defend against tribunals or county or high court claim
Personnel files and training records (including formal disciplinary records and working time records)Personal data6 years after employment ceasesTo assist in any formal grievance procedure

Notes:

Where possible, personal and sensitive (special category) data should be anonymised as soon as appropriate if to be retained for analysis or statistical purposes.

The retention of safeguarding data is handled by The Scout Association as part of the and no data should be retained locally. This should be in line with The Scout Association ‘Young People First’, ‘Yellow Card’ https://members.scouts.org.uk/documents/supportandresources/Safeguarding/CP%20Procedures%20Final%20Elec.pdf.

Any incidents that have required medical intervention should be reported to The Scout Association for alignment to an incident category and to manage the process.

Photography and Media Policy

Photography

Photography, video and audio is considered personal data (when an individual is identifiable) so as with all data it is governed by the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the law in the UK that encompasses data protection.

The following document concerns photography, video and audio footage of a young person during Scouting activities being published via any of the following:

  • County internally controlled publications
  • Communication channels, such as:
    • Email
    • Newsletter
    • Website
  • County meeting place.
  • County social media channels.
  • County advertising and/or promotional material, including the press.

As a County, we would like to use photos or videos taken during our activities to promote Scouting, celebrate the endeavours and successes of our members. On our County website, we hope to have many opportunities to use photographs of section activities to enhance the content. Photographs and similar media will not be kept by the County for any longer than they are needed.

It is Scout Association best practise to have permission from every young person’s parents/guardians before the publication of media taken of your son(s)/daughter(s), whilst undertaking Scouting activities.

We would request that you consider allowing us to use media content featuring your child, though we do understand that for personal or child protection reasons you may not wish your child to appear in published pictures.

In giving permission, parents/persons with parental responsibility will be agreeing to the following statement:

I give consent for photos/videos of my child to be taken, stored and shared internally in the meeting location, local press, Scout websites and social media. I understand that if I later withdraw consent, previously published photos will not be able to be removed. (Regardless of this consent, the County is not responsible for photos taken by other parties.)

Media taken and controlled by the Greater London, South West County Scout Council will only be published on our own platforms (e.g. website, newsletter etc.) or posted on our noticeboards. Occasionally we may forward photographs to other Scouting media outlets or the local press. Where we publish media, we will take care to ensure non-specific captions are used, e.g. “The Beavers visiting the Fire Station”, so as not to identify individuals or locations.

We follow the following guidelines for publication:

  • We never to publish personal details with any photo image that is used (e.g. full name, address, email, etc.).
  • We will endeavour to remove identifying metadata from graphics (e.g. location, comments etc).
  • The content of all pictures will be considered in good taste before publication.
  • We will only use images to publicise Scouting related events.
  • If we inadvertently publish material without parental permission on our website, we will remove it as quickly as possible after it is brought to our attention. (Please contact the webmaster.)

On occasion, it is not practical or even possible to have gained formal consent from every individual who may feature in photography, video and audio. An example situation could be a large-scale event where the volume of attendees is high, and the event is spread over a large area. It is a reasonable expectation that photography, video and audio will be captured at an event like this and that the digital assets will have minimal impact on the individuals in question. In these situations, you should be informed of our intentions with regards to photography, video and audio at the point of entry or around the event area, this may be as visual signage or literature handed out around or before the event.

The Scout Association’s information regarding Photography, video and audio recording at Scout events can be found here.

Social Media

County controlled social media platforms (such as Facebook, Facebook pages and Twitter) will follow the same rules and guidance on publishing images as the website.

The County does not have any control over the use of members social media sites (Facebook, Flickr Instagram, Twitter etc.) that may be used by parents or youth members. Individuals are responsible for the content of their own social media account.

We would, therefore, request that you are mindful of any content that you or your child may post to this type of site and that any pictures that are set in a Scouting context should not bring the County or movement into disrepute or put young people at risk. We would also ask that you respect the wishes of other parents if they ask for their child’s picture to be removed.

The Scout Association’s information regarding social media can be found here.