How And Why the

Scout Association Use Your Data

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:


  • Youth Members
  • Parents/Guardians
  • Adult occasional helpers
  • Adult leaders and assistant leaders
  • Group Executive members


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:

  • Demographic data (name, date of birth, gender, address, ethnicity)
  • Parent/Guardian Contact information (name, address, email address, contact phone numbers)
  • Doctor's information
  • High level medical information provided by parents/guardians
  • Photographic permission
  • Activities permission

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:

  • To contact parents/guardians about our program and activities
  • In an emergency to contact a parent/guardian or, other emergency contact or, in extreme circumstances, their doctor
  • To administer the badge and awards scheme
  • To record attendance at section meetings or other events
  • To plan the transfer of youth members between sections
  • To collect and record payment of subs

We use aggregate (non-identifiable) data about youth members in the following ways:

  • To complete the annual census for The Scouts
  • To help Bournemouth District plan its growth


Sharing data about youth members

We only pass youth member data to third parties in the following specific circumstances:

  • Where a youth member is transferring to a different scout group we can, it the permission of a parent/guardian, pass their data securely through Online Scout Manager to their new group. Once the data has been transferred it is removed from 10th Bournemouth Scouts and cannot be reinstated.
  • If an incident happens and The Scout Association (TSA) need to be informed, personal data as a part of the incident report form, will be collected and handled by TSA. All personal data will be handled in accordance with their policies. Click here to view TSA's policies.


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:

  • Demographic data (Name, Address, Date of Birth, Gender, Contact information)

To perform a DBS check we are required to collect some sensitive personal information including:

  • Passport Details
  • Driving License Details
  • Current and historical addresses
  • National Insurance Number


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:

  • Compass - The Scout Association's adult member database
  • Atlantic Data Systems - the Disclosure Barring Service portal

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.

  • For Occasional Helpers, personal data is used to allow us to obtain a DBS clearance for safeguarding purposes
  • For Group Executive members, personal data is used to ensure we are able to provide:
o  Appropriate support and training
o   Indemnity insurance for Executive Members acting as Trustees
  • For Leaders, Assistant Leaders, Section Assistants and Helpers, personal data is collected and used to ensure we can provide:

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:

  • Bournemouth District Scouts, Dorset County Scouts and The Scout Association - for the purposes of enabling adult volunteers to safely carry out their roles in local scouting.
  • The Disclosure and Barring Service - for the purpose of obtaining a DBS disclosure to ensure we meet our safeguarding responsibilities to youth members


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. 

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