What is this Privacy notice?

This Privacy Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.

What data are we gathering?

We may hold Personal Data (including Sensitive Personal Data) about members, parents/guardians and volunteers.  We believe it is important to be open and transparent about how we will use your Personal Data.  Information we may hold includes the following:

  • name and contact details;
  • age/date of birth;
  • photographs;
  • details of any health conditions;
  • race or ethnic background and native languages;
  • details of disabilities or additional needs;
  • religion;
  • IP address (for website users).

Why do we collect this information?

We use this information to communicate with you and to carry out our obligations as Scout Leaders.  We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave and then want to rejoin). In addition, we may collect data for registration to events, including single day activities and residential experiences, in some cases this data will be Sensitive Personal Data, which we ask for to allow us to provide appropriate care for members whilst under our supervision. The list of activities we carry out as part of Scouting that may require the use of Personal Data include:

  • to enable us to provide a voluntary service for the benefit of the public;
  • to identify the member and manage their membership records;
  • to manage our volunteers;
  • to contact emergency contacts in the event of an emergency
  • to record accidents and any first aid treatment given;
  • to update you on events and matters relating to the Scout Group;
  • to conduct surveys on our performance;
  • to manage collection of online payments;
  • for financial accounting;
  • to fundraise for the Scout Group;
  • to process Gift Aid applications;
  • to promote the activities of the Scout Group;
  • to maintain the performance and security of our website.

How do we gather data?

We gather data through a variety of methods, these include:

  • contact form on our website
  • data sent to us by email;
  • new member information forms;
  •  updates that you make to your data via the My.SCOUT portal;
  • camp, event and activity permission forms;
  • surveys/questionnaires.

Our website also uses cookies - please check out our cookie policy for more information.

When will we delete this data?

We may keep information for different periods of time for different purposes as required by law or best practice.

In general we will keep:

  • camp, event and activity permission forms for up to 3 months after the event (in case any queries or reports of incidents);
  • gift aid information for 7 years after your involvement with the Group (for financial audit purposes);
  • accident reports for either, 8 years after the date of the incident, or, until the injured party turns 25 years, whichever is the later date.

As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.

Who has access to this data and who do we share it with?

Access to information will be restricted to those members who need it to carry out their role.  If we have volunteers or professionals coming to help us run activities, then we may share relevant information with them (e.g. information about medical conditions, disabilities or additional needs) to ensure that the activity can be delivered safely.

Some data is shared between OSM and GoCardless (the online payment service) to allow us to link the payments you make to us via GoCardless to your membership record.

We may also share data within The Scout Association where required to do so, this includes providing anonymised data about age, gender, additional needs and ethnicity to Headquarters as part of the annual census.

Our website and email services are hosted by BusyBee Software Services, a web hosting firm based in Whitehaven, UK.  Their staff may process data captured via our website as part of their support to keeping our website operational - this includes processing of visitor access information (including IP address) to provide proper maintenance of the site, to maintain its performance and security.

Photographs and videos of our activities may be published on our website, on our social media platforms, in printed materials that we produce, or in local media publications from press releases that we issue.  We will seek your consent before we use and share photographs and videos in this way.

Where will the data be stored?

We take data security seriously and we will do our best to keep your data safe and secure. 

Our general membership records are stored using Online Scout Manager (OSM) - a secure membership tool developed by Scout leaders in the UK.  Data is held at a UK based datacentre, and all data transfer is encrypted using SSL.

Membership data for adults (including section leaders, executive committee members and parent helpers) is entered into The Scout Association's Compass membership database.

Paper records (for example camp and activity forms) will normally be kept in locked storage.  We may convert paper records that we need to store for a long period of time to an electronic format.  Digitised copies of paper records and other electronic documents will be kept in a secure format.

Our website and email are hosted on UK based servers and we encrypt the data transferred between our server and your web browser.  

What are your rights to your Personal Data

As a Data Subject you have rights over your own data that you can exercise at any time, these are:

  • Data is accurate - we must keep your data accurate;
  • Data is erased - we must erase data if not needed or requested by you, that is not excessive and is possible;
  • Data is portable - we must provide a copy of your data back to you;
  • Data processing is limited - we must cease a processing activity if you object to it;
  • Consent withdrawal - where our processing of your data is based upon your consent, we must allow you to withdraw consent at anytime.

In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact your section leader or ku.gro.stuocsmahgnisneh@ofni.

You can view and update the personal data that we hold in OSM via My.SCOUT - ask your section leader if you need help in accessing this service.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.


This policy was last updated on 25 May 2018.

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