Scout Group
Date of Document: January 15 2023
The Scout Association exists to provide local scouting to young people between the ages of 6 and 18.
In order to provide scouting we need to collect some personal data about the following classes of individual:
This document will briefly describe the types of data we hold for each of the above and our policies and processes to ensure it is handled safely to protect their privacy.
Data we hold about youth members
We collect personal
and sensitive personal information with the consent of parents/guardians in
order to deliver the Scout Program. The classes of data we collect and hold for
youth members include:
In addition to the above information, we may also collect more detailed medical
information when youth members apply to attend particular events such as camps
or some activities which require us to collect medical details and consent to
treatment. This information is retained and will be requested each time youth
members apply to participate in an event.
Where and how we collect and store youth data
We usually collect data about youth members through our Online Scout Manager service. This service is provided by Online Youth Manager Ltd. Details about Online Youth Manager's data privacy policies can be found here.
Any information collected on paper or other forms of physical storage is destroyed after its use is over. This is normally done by means of shredding and then burning.
Who has access to youth member data
Access to Online Scout Manager is controlled by username,
password and then a second factor authentication. Every user has their own
credentials and all access is logged. Each user has permissions to view only
the records relevant to their sections. For example, only Cub leaders can
access records for Cubs.
Only the Group Management have access to data for all youth members.
If an adult member leaves the Group their access to Online Scout Manager is
revoked.
How we use youth member data
We use the data
collected about youth members directly in the following ways:
We use aggregate (non-identifiable) data about youth members in the following
ways:
Sharing data about youth members
We only pass youth member data to third parties in the
following specific circumstances:
Securely removing youth member data
If a youth member leaves the Group, either by transferring to another group, or leaves The Scout Association, we will retain their record in Online Scout Manager until the end of the school term in which they leave. After this time, if there has been no request to transfer the records to a different group or unit, all personally identifiable data will be securely and irretrievably removed from Online Scout Manager.
Data we hold about parent and guardians
We only hold the information provided to us when registering
a youth member, or when a change has been requested by a parent/guardian. This
data is held in Online Scout Manager and only for the purposes of providing
local scouting to youth members. If an parent or guardian wishes to attend a
scouting event then a DBS check is required.
Where a youth member leaves, parent/guardian information is removed at the same
time as youth member data.
Data we hold about adult members
We collect personal
data about adults involved in scouting. All uniformed leaders, helpers and
Group Executive members are asked to provide personal data when they apply to
volunteer.
In some circumstance we are required to collect more information about adults
who are not leaders or members of the Group Executive. We only do this when we
are required to perform a Disclosure Baring Service (DBS) request. Typically
this is when an adult wishes to attend an event at which youth members will be
present. An example of this is a Family Camp.
Where we are required to perform a DBS check under Scouting rules we must
collect some basic information including:
To perform a DBS check we are required to collect some sensitive personal
information including:
Where and how we collect and store data
We will usually
collect adult volunteer data on paper forms. The data will be transferred to
two online databases operated by The Scout Association. These databases are:
Once transferred all paper copies are shredded and burnt.
Who has access to adult data
Access to Compass and Atlantic Data Systems are controlled
by username and password. Every eligible user has their own credential and all
access is logged. Each user has permission to view only the records relevant to
their role.
At the 10th Bournemouth Group only the Group Scout Leaders have access to data
for adult members. Adult managers at District, County or National level also
have access to adult volunteer data for the purpose of ensuring that volunteers
are properly supported in their roles.
If an adult member leaves or moves to a different role, their permissions are
adjusted or revoked as appropriate.
How we use adult member data
Adult member data
is only used to enable local scouting to take place.
o Appropriate training
o Track mandatory renewable training (Safeguarding, First Aid, Safety)
o Insurance
o Support and guidance as well as professional development
Sharing data about adult members
Data about adult
volunteers is shared with the following third-parties and only for the stated
purposes:
Securely removing adult member data
When an adult member resigns a scouting role, or no longer has an active role at the 10th Bournemouth Scout Group their role will be closed in Compass. Where the adult has no other active roles in The Scout Association their membership will be set to Inactive and their personal data will be removed from our records.
Responsibility for Data Privacy
The responsibility for the secure collection, processing and handling of personal data rests with the Group Scout Leaders. If you have any questions of concerns about this policy please contact us.
Annunciation Church Hall
218 Charminster Road
Bournemouth
BH8 9RW