12th Colchester Sea Scout Group Privacy Notice
What is this document about?
To support our work with young people, we need to collect and retain certain information (data) about those young people. The EU General Data Protection Regulation (GDPR) dictates how we must treat this data, and one of the things it requires is that we publish a Privacy Notice, that describes to you (the "data subject" - the person whose data we hold) what data we hold, and what we do with it.
This document is that Privacy Notice.
The Data Controller is the person or organisation responsible for managing the data. For the purposes of this Privacy Notice, the Data Controller is 12th Colchester Sea Scout Group. We can be contacted through our website at www.12thcolchester.org.uk , where there is a Contact page, or by email at email@example.com
Why do we collect data?
The information we collect is used to ensure that we provide the best service to our members, by ensuring that our leaders have all the information they need to deliver that service.
If you are a member of the Scout Group, or a parent or guardian, then we collect and use your personal data in our legitimate interests (specifically, it helps us to provide Scouting to you, in a safe and appropriate manner), and therefore, according to the GDPR, we do not require your explicit consent.
What data do we hold?
We keep data about our members, leaders, and supporters, and their immediate family members. The data includes some, or all, of the following: names, dates of birth, nationality, ethnicity, religion, disabilities including SEND and BESD, health and dietary issues, other additional needs which may be affected by our service, address, contact details, National Health number, relationships with other people (including family and health professionals), and history within the Scout Group.
The only financial data we hold is to record whether each individual is eligible for Gift Aid.
Where do we get the data from?
In most cases, the information we hold about an individual (data subject) is provided by the individual themselves, or by their immediate family. In some cases, information may become apparent in other ways (for example, where a family is divided by divorce, information about one side of the divide may become apparent as a result of information provided by the other side).
We also retain data about the history of members within the Group, such as dates of transition between Sections, and participation in events. This data is generated within the Group.
We ask that you let us know as soon as possible of any changes to the data we hold about your child, and routinely update all data in January each year.
Who has access to the data?
The data is generally accessible to the leaders of the Scout Group, and to no one else. We may share this information with the wider Scout Association and organisations who are providing their service to our members as part of our published programme of activities (eg Colchester Canoe Club) but we do not share this information with other organisations (unless legally required to do so) or individuals.
The information is held on a computer system, to ensure that it is readily accessible to everyone that may need it, and that it can easily be kept up to date and accurate. The data is protected by a system of permissions and passwords, to ensure that the data is not accessible to people who should not have access.
The services we use to hold our membership data are the Scout Association database (Compass), and an external provider Online Scout Manager. Both services are GDPR compliant.
How can a subject know what data is held?
You may see a copy of the data we hold about you, by request to the Data Controller (firstname.lastname@example.org), and you may ask that we correct any inaccuracies. Indeed, we positively welcome being told we have something wrong!
You may ask that we delete the data. However, we may deem that the data (or some of it) should be retained. There may be circumstances, for instance, where the Group needs to investigate a complaint, and the data we hold may help to determine the truth.
How long will we retain your information?
This will vary depending on the nature of the information and the circumstances it relates to. We will hold all data about a young person for the duration of their membership of 12th Colchester Sea Scout Group, including any time spent as a member of our partner Explorer Scout Unit, Meridian ESU, and for a period of up to 12 months beyond that point.
We will retain information about Giftaid for an additional 7 years, in line with HMRC audit requirements.
We will retain information about accidents until the injured party is 21 if they are a young person, or for 3 years if they are an adult, in line with current insurance procedures.
Things we can’t control.
We are not responsible for any personal information your child chooses to share with their peer group, or what happens to it after that. If you do not want your child to share phone numbers, addresses or other more sensitive information about themselves or their family please discuss this with them.
If you require any further information, please contact the Data Controller at email@example.com
12th Colchester Sea Scout Group
Simplified Privacy Notice for Children
If you are a member of 12th Colchester Sea Scout Group, we keep some information about you and your family.
This is so that:
- we can give you the best Scouting that we can
- we can manage your safety
- we can make sure we take account of any special needs you might have
- we can contact you or your family if we need to
If you are bothered about the information we are keeping, please talk to your parents about it. You can also talk to any leader, or email us at firstname.lastname@example.org
And you can always ask to see a copy of the information, and check that it's correct and ask us to change or remove anything you aren’t happy with.
If this explanation is too simple for you, you might like to read the full policy, which can be found on our website www.12thcolchester.org.uk.