1st Wymondham Scout Group. Kimberly Street, Wymondham, NR18 0NU. Email: firstname.lastname@example.org
25th May 2018
DATA PROTECTION – FAIR PROCESSING NOTICE
1st Wymondham SCOUT GROUP
This Fair Processing Notice (or Privacy Notice) is issued in accordance with the forthcoming EU General Data Protection Regulation and the Data Protection Act 2018. It covers all data processing activity undertaken within 1st Wymondham SCOUT GROUP, for the purposes of this document the definition of Group includes the attached Explorer Scout Unit, (the Group).
2. Data Controllers
The Data Controller for the Scout Group and the alternative contacts are as follows:
|Sophie Fallon Group||Scout Leader||07823 534549||Sophie.email@example.com|
|Group Executive Chairman||07870 firstname.lastname@example.org|
The Group has not formally appointed a Data Protection Officer. These duties will be undertaken by the Data Controller.
3. Why are we processing your data?
So that we can safely deliver scouting within the Group, each section, i.e. Beaver Scouts, Cub Scouts, Scouts and Explorers, and the Group Executive Committee will need told hold basic demographic information about the young people, their parents or carers and our adult volunteers, (the Data Subject(s)).
We will use this information to contact you both routinely and in an emergency.
4. What data will we process?
The data we will process will include:
• Telephone Numbers
• Email addresses
• Health conditions
• Dietary requirements
• 3rd Party Contact information
5. Who will have access to this data?
The members of the leadership team and the Executive Committee will hold this information. The Executive Committee, the Group Scout Leader and Section Leaders may need to access this data in their role of Charity Trustees for the Group.
6. Who else will have access to the data we process?
The Group is part of Southern Norfolk District Scout Council, (the District) and Norfolk County Scout Council, (the County). The Group will periodically join in events that are run by the District or the County. In these cases, data will be shared with the organisers for the purpose of the event only.
Where we run events in the Group, we will share information with a “Home Contact.” They are usually volunteers in scouting who will act as a go-between at camps for the leadership to contact parents in emergencies.
7. Where will the data be held?
Your data will be processed and stored in the following manner:
• By the leadership team on their own home computers.
• On the leaderships’ Dropbox account. Drobox is an online file sharing application
• Using Online Scout Manager. This is a bespoke application for the management of Scout groups.
• In physical (paper) records held by the leadership.
• In Compass; the Scout Association’s membership database.
8. How long do we retain the data for?
We will retain your data for as long as the Data Subject remains a part of the Group. When the Data Subject leaves we will delete it.
If a Data Subject moves to another Scout Group, we will ask you before we shared any data with the new Group. This also applies to Scouts moving to Explorer Scouts outside the 1st Wymondham Scout Group.
9. What is our Legal Basis for processing your data?
We must have a legal basis to process your personal data. Our legal basis is under Article 6 (1) (a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
We consider your consent to be given when you complete and return any documentation with send to you. This can include data capture forms when a new member joins the Group, Nights Away Activity Information Forms, or One Day Activity Information Forms. It will also include verbal consent.
Should you wish to withdraw you consent, it may be that this decision will prevent a data subject from being a member of the Scout Association as we cannot guarantee that we can comply with our rules on delivering safe scouting.
10. Your Rights
Should you have any questions relating to your data protection rights, please contact the persons listed in Paragraph 2.