Privacy Policy

Purpose of our Privacy Statement

6th Harrow Scout Group (“we”, “us”, “our”) takes data protection and privacy very seriously and is committed to collecting and using data, specifically Personal Data, of our members, their parents or guardians, volunteers, donors and any other person or entity (“you”, “your”) fairly and in accordance with 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 Statement sets out what data we collect, for which purposes it is collected and what you can expect from us as part of our obligations when processing this Personal Data.

Who we are?

6th Harrow Scout Group is a member of The Scout Association (“TSA”), which is incorporated by Royal Charter. We are based at the 6th Harrow Scout Hall, 1a Walton Road, Harrow, HA1 6UX. and are registered with the Charity Commission in England and Wales (1213768). Please refer to the TSA website for more information on our charitable status and obligations.

Our Group Trustee Board is the data controller for the information we collect from you. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and other 3rd parties we work with.

How we gather personal information 

We obtain most of our member’s personal information through either paper form or via our online membership systems – Online Scouts Manager (“OSM”) – directly from our members or by parents/legal guardians. In addition, we may obtain personal information from other sources, for example, from reference agencies, such as the Disclosure and Barring Service (“DBS”) or as a results of background checks or drug screenings (if any). We may also receive information from a previous Scout Group.

Where a member is under the age of 18, any personal information will only be obtained from a parent / guardian and cannot be provided by the young person.

We may collect the following Personal Data

As part of our interactions with you, we may collect personal information including, but not limited to 

  • Personal contact details such as name, title, address, telephone numbers and personal email address
  • Date of birth
  • Gender
  • Emergency contact information
  • Government identification numbers e.g. national insurance, driving licence, passport
  • Tax status information
  • Training records
  • Race or ethnic origin
  • Health records
  • Criminal records checks

Cookies

Our site uses small files known as “cookies” to enhance use of the site. These cookies may hold login information, enable interaction with social media, or enable analysis of usage trends. More information on cookies can be found here.

Why do we collect personal data?

Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and other persons or entities. We comply with our obligations under the GDPR 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, unauthorized access and disclosure; and
  • by ensuring that appropriate technical measures are in place to protect personal data.

We process the data to have the ability to contact our members, parents and guardians, to inform them of meetings, events that the group itself may be running or attending. We rely on the following legal grounds for the collection, processing, and use of our members personal information:

  • to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in our Scout Group
  • 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 by or attended by our Scout Group
  • 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 our care 
  • to respect a person’s religious beliefs with regards to activities, food and holidays
  • for equal opportunity monitoring and reporting

How we store and protect personal data?

Our member’s personal information is stored by on OSM and/or our service providers, strictly to the extent necessary for the performance of our obligations and only for the time necessary to achieve the purposes for which the information is collected, in accordance with applicable law. 

We used the following methods of storing personal data:

  • Paper records (shredded after use/input in our online database) – e.g. personal data information form; medical form and care plans, passport copies; new joiners waiting lists; health and contact records update forms; Gift Aid Collection forms; events and camp consent from parents; events coordination with event organizers; award notifications/nominations, etc. 
  • Locked cabinets are used for any long term storing of personal data;
  • Google Workspace, specifically GMail and Google Drive, is to electronically send, store and/or transfer information which may include personal information;
  • Online Scout Manager, a secure membership database, where we store the personal information of volunteers, adults and youth members for the day to day running of the group, as well as badge records, event and attendance records etc. OSM have published their Data Privacy statement here.
  • Scout Associations Data Management System is used for the collection and storage of personal information of volunteers, adults and parents who have undergone a DBS check;

When we no longer need to use our member’s personal information and have no need to retain it for compliance with any legal or regulatory purpose, we will take reasonable steps to remove it from our systems and/or records and/or take steps to properly anonymize it so that you can no longer be identified from it.

  • We will retain our member’s personal information, throughout the time the member is part of our Scout Group.
  • We will retain our member’s full personal information for a period of 3 years after they have left our Scout Group; following the lapse of those 3 years we will purge all data including Personal Details, badge and attendance records;
  • We will keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21)

Sharing of data

Your personal data will be treated as strictly confidential and we we will normally only share Personal Data within our Scout Group, including but not to, within section teams, the group leadership or the Board of Trustees.

We will share your personal information with others outside our Scout Group where we need to meet or enforce a legal obligation, this may include Harrow District Scouts, Greater London Middlesex West Scouts, The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement, we will only share your personal information to the extent needed for those purposes.

Sometimes we may nominate a member for a national award, such as Scouting or Duke of Edinburgh award. Such nominations would require we provide contact details to that organisation.

If you move from our Scout Group, to another Scout Group or Explorer Scout Unit we will transfer your personal information to them.

We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.).  If identifiable data is to be shared, we will seek your consent. We will never sell your personal information to any third party for the purposes of marketing.

Third Party Data Processors 

We employ the services of the following third-party data processors:

  • The Scout Association via its membership system “My Membership” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check
  • Unity Insurance (The Scout Association Insurance company) 
  • Online Youth Manager Ltd (Online Scout Manager) which is used to record personal information, badge records, event and attendance records etc, more information is available at https://www.onlinescoutmanager.co.uk/security.php 
  • Google Workspace products – used for email services and for the secure storage and transfer of information, including limited personal information 
  • Facebook – used as a closed social media group for volunteers, members and their parents/guardians
  • WhatsApp – to share photos and updates about our Scout Group and its sections

Automated decision making

We do not have any automated decision-making or AI systems.

Transfers outside the UK

We will not transfer your personal information outside of the UK, with the exception where an Event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.

Your rights and your personal data  

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 data protection regulator. Unless subject to an exemption under the GDPR, 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 our Scout Group.
  • The right to access your personal data – you can ask us to share with you the data they have about you!
  • The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. You can view and edit your personal information directly on our online membership systems Online Scout Manager and My Membership.
  • The right to erasure – this means that you have the right to request that we delete any personal data they have about you. There are some exceptions, for example, some information can be held for legal reasons.
  • The right to restrict processing – if you think there’s something wrong with the data being held about you, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem 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. This should make it easier to avoid unwanted marketing communications and spam from third parties. 
  • 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.

Changes to this privacy notice

From time to time we may update this privacy notice.  You can see the latest version on this website or you can request a copy be sent to you.  If we make a significant change to how we use your information, we will let you know in advance.

Who to contact   

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the Contact Us page.