|What is this privacy notice/policy?|
This Data Privacy Notice/Policy describes the categories of personal data 6th Sevenoaks Kemsing Scout 1 process and for what purposes. 6TH Sevenoaks kemsing Scout group 1 are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR2.This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with 6th Sevenoaks kemsing Scout
|Who we are?||6th Sevenoaks Kemsing Scout group are a
registered charity with the Charity Commission for England & Wales; charity
The Data Controller for 6th Sevenoaks kemsing Scout group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees4.
From this point on 6th Sevenoaks Kemsing Scout group will be referred to as “we”.
Our membership officer is also our data protection lead and can be contacted at firstname.lastname@example.org.
|The data we may process||The majority of the personal information we hold,
is provided to us directly by you or by the parents or legal guardians of youth
members verbally or in paper form, digital form or via our online membership
system Compass. In the case of adult
members and volunteers, data may also be provided by third parties, such as the
England & Wales - Disclosure
and Barring Service (DBS),|
Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.
We may collect the following personal information:
- Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.
- Date of birth - so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.
- Gender – so that we can address individuals correctly and accommodate for any specific needs.
- Emergency contact information - so that we are able to contact someone in the event of an emergency.
- Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks.
- Bank account details for payments, payroll information and tax status information - so that we are able to collect gift aid from HMRC where donations are made.
- training records - so that members can track their progression through the Scout programme or adult training scheme.
- Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.
- Health records - so that we can make suitable arrangements based on members medical needs.
- Criminal records checks - to ensure Scouting is a safe space for young people and adults.
|The lawful basis we process your data by||We comply with our
obligations under the GDPR and DPA 2018 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, unauthorised access and
disclosure and by ensuring that appropriate technical measures are in place to
protect personal data.|
We use personal data for the following purposes:
We use personal sensitive (special) data for the following purposes:
for equal opportunity monitoring and reporting.
|Our retention periods||We will keep certain
types of information for different periods of time in line with our retention
We will retain your personal information throughout the time you/your child(ren) are a member of 6th Sevenoaks kemsing Scout group
We will keep any Gift Aid claim information for seven years as required by HMRC.
|Sharing your information||Young people and other data subjects|
We will normally only share personal information with adult volunteers holding an appointment in the 6th Sevenoaks Kemsing Scout group or for the specific running of an event a young person is interested in attending such as those organised by Sevenoaks District Scouts and Kent County Scouts
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 6th Sevenoaks Kemsing Scout group as well as with The Scout Association Headquarters as data controllers in common.
All data subjects
We will however share your personal information with others outside of 6th Sevenoaks Kemsing Scout group where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.
We will never sell your personal information to any third party.
Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation.
Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
|How we store your personal data|
|Further processing||If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.|
|How we provide this privacy notice||A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.|
a Data Subject, 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 Information Commissioner’s Office (www.ico.org.uk).|
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
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, it’s highly unlikely that this will be used by us.
|Who to contact||If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by emailing email@example.com|
|Version number and date of the last review||Version 1 - March 25 2019|