What is this privacy notice/policy?
This Data Privacy Notice/Policy describes the categories of personal data Spen Valley District Scout Council processes and for what purposes. Spen Valley District Scout Council is committed to collecting and using such data fairly and following the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and the 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 Spen Valley District Scout Council.
Spen Valley District Scout Council is a registered charity with the Charity Commission for England and Wales, charity number 524812.
Who Are We?
The Data Controller for Spen Valley District Scout Council is the District Trustee Board, which is appointed at the Annual General Meeting and serves as the charity’s trustees. The Chair of the Trustee Board is Dr David Kelly, who can be contacted regarding data protection matters at dpo@svscouts.org.uk
From this point on, Spen Valley District Scout Council will be referred to as “we”.
Being a small charity, we are not required to appoint a Data Protection Officer.
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, either verbally or in written form, via the Scouts UK Membership System. 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 any specific needs.
- Emergency contact information – so that we can 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 can pay any staff that we might employ 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 Lawful basis we process your data is:-
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 the personal data of our adult volunteers and legitimate interest for the personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align with the lawful basis of legitimate activities of an association. Explicit consent is requested from parents or 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 inform individuals that this activity is taking place and provide them with 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 Spen Valley District 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 accounts and records (including the processing of gift aid applications)
- To inform you of news, events, activities and services being run or attended by Spen Valley District Scout Council.
- To ensure and provide evidence of 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 Spen Valley District Scout Council
- For respect a person’s religious beliefs concerning activities, food and holidays
- For equal opportunity monitoring and reporting.
Data Subject Access Request (SAR)
Should you wish to enquire whether or not we process information about you or make a request for a copy of any personal information which Spen Valley District Scout Council holds about you, you should write to the District Data Protection Officer by email to dpo@svscouts.org.uk, outlining the personal data you are seeking to obtain. We will acknowledge your request within seven days and respond to you within thirty days of receiving it. However, if the request is deemed complex, we may take up to three months. If the request is deemed excessive, we will contact you within one month of receiving the SAR to explain the reason and discuss how we will proceed.
We will need to verify your identity and ask you to clarify the data you are seeking to obtain (the 30 days will start from when your identity has been verified and the data you wish to receive). The initial acknowledgement will give details of the administration process (including any costs) and how to verify your identity.
The process we will follow is outlined here and aligns with the current guidance provided by Scouts UK.
Right to erasure (Right to be forgotten)
Should you wish us to erase any personal information that Spen Valley District Scout Council holds about you, then you should write to the District Data Protection Officer by email to dpo@svscouts.org.uk We will acknowledge your request by email, confirm whether we can erase the information requested (including confirming whether we hold it) and confirm to you once erased. We may need to verify your identity and ask that you clarify the data you wish to erase. We will consider each request on a case-by-case basis, and whilst we will not seek to refuse your request unreasonably, we do have several statutory obligations that we must comply with. These include our vetting and safeguarding procedures, which may prevent us from being able to erase your data completely.
Correcting inaccurate personal data
Should you believe that the personal data we hold about you may be inaccurate, you can write to the District Data Protection Officer by email to dpo@svscouts.org.uk outlining the inaccuracy. We will acknowledge your email, seek to address the inaccuracy and confirm back to you once corrected.
Photography Policy
During Spen Valley District Scout Council events and activities, members of our media team, other members of the Scout Association, and members of the public may take still and moving pictures.
Pictures used by Spen Valley District Scout Council outside of the event/activity will only be used by the Scout Association guidelines. Images taken by our media team may be used during and after the event/activity in Spen Valley Scouts or Scout Association publications, as well as in local newspapers, on websites, or in other media channels. Local newspapers and TV stations may also attend events and activities to provide external media coverage, and members of the press will be accompanied at all times by a member of the event or activity staff or the leader team.
Anyone attending any Spen Valley District Scout Council event or activity, or permitting their child/ward to participate in an event or activity, should note that attendance at the event or activity signifies their consent for pictures of themselves/their child to be used in line with the above policy. If you have specific concerns in this regard, please get in touch with the event or activity manager directly.
Our retention periods
We will retain certain types of information for specified periods, in line with Scouts UK’s Data Retention Policy.
The Scout Association’s Data Protection Policy can be found here, and the Data Privacy Notice here.
Please note that some information about adult volunteers is outside the group’s control, as Scouts UK maintains it and is subject to their separate retention policy.
Sharing your information
Young people and other data subjects
We will typically only share personal information with adult volunteers who hold an appointment in the Spen Valley District Scout Council.
We will share the personal data of youth members and their parents or guardians with The Scout Association Headquarters to manage safeguarding cases. The privacy and security notice for The Scout Association can be found here: https://www.scouts.org.uk/DPPolicy.
The sharing of this data will be via the Online Scout Manager platform, which Spen Valley District Scout Council uses to manage youth membership. The privacy and security notice for OSM can be found here: https://www.onlinescoutmanager.co.uk/security.html.
Adult volunteers
We will typically only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the Spen Valley District Scout Council, as well as with The Scout Association Headquarters, which serves as a data controller in common.
All data subjects
We will, however, share your personal information with others outside of the Spen Valley District Scout Council where we are required to do so by law. 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), and such nominations require us to provide contact details to the relevant organisation.
Where personal data is shared with third parties, we will seek assurances that your data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
How do we store your data?
We generally store personal information in the following ways:
Scouts UK Membership System – is the online membership system of The Scout Association, which is used for the collection and storage of adult volunteer personal data. (The following data retention policy binds the data stored on this system: https://www.scouts.org.uk/about-us/policy/data-retention-policy/)
Online Scout Manager is the online membership system of Online Youth Manager. This system is used for collecting and storing the personal data of youth members.
Microsoft 365 is the email and data storage platform used by the Spen Valley District Scout Council for communication, collaboration, and document storage throughout the district.
Spen Valley District Website & Fanwood Activity Centre Website – is the leading communications platform used by Spen Valley District Scout Council for members and the general public.
Additionally, adult volunteers will maintain personal data on local spreadsheets and 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
- 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 in locations where internet and digital access are unavailable. We will minimise the use of paper to only what is required for the event.
Further Processing
Suppose we wish to use your data for a new purpose, not covered by this Data Protection Notice. In that case, we will provide you with a new notice explaining this new use before 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 do 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.
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 the Information Commissioner’s Office (www.ico.org.uk)
- Unless subject to an exemption under the GDPR and DPA 20182, you have the following rights concerning your data:
- The right to be informed – you have a right to know how we will use your data.
- The right to access your 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 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 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, the Scout Association will hold some information 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 refuse 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 about automated decision-making and profiling – this protects you in cases where decisions are being made about you based entirely on automated processes rather than human input. It’s improbable that we will use this.
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When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember your user details for future correspondence.
Third-Party Cookies
In some exceptional cases, we also use cookies provided by trusted third parties. Please see below our Cookie Policy, which outlines which 3rd cookies we use, and how long they are stored for https://svscouts.org.uk/cookie-policy/
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If you have any queries relating to this Privacy Notice or our use of your data, please get in touch with us by email to dpo@svscouts.org.uk, or you can write to us at our charity’s Registered address.
V1.3 – Oct 2024
to be reviewed by the District Trustee Board 12 months from the above date.
