Data Protection Laws define Personal Data as information which directly or indirectly identifies an individual. Examples of Personal Data include name, address, membership number, National Insurance number, date of birth, photo, video or voice recording.
2nd Wimborne Scout Group (The Group) collect and process Personal Data belonging to Members.
The Group is not required to be registered with the Information Commissioner’s Office (ICO) as a Data Controller for the processing of Personal Data however, The Scouting Association (TSA) is registered for all Adult Members and Online Scout Manager is The Processor The Group uses to securely hold information gathered by The Group, the Data Controller.
Data Protection Officer
The Group has established a Data Protection Officer to ensure its compliance with Data Protection Laws. In addition, The Data Protection Officer will act as The Group’s contact point with our Members. The Data Protection Officer is our Chairman.
The Data Protection Officer can be contacted by post to: Chairman (Data Protection officer), 2nd Wimborne Scout Group, Unit 19, Riverside Industrial Park, WIMBORNE BH21 1QU or email; email@example.com.
How Does The Organisation Protect Your Personal Data
In order to protect your privacy, The Group has implemented stringent Information Security and Personal Data Protection Policies. Volunteer Leaders who come into contact with your Personal Data have obligations to adhere to TSA policies, and are regularly trained in security and privacy best practice.
We apply appropriate technical and organisational measures in order to protect data, computing devices and the network from accidental / malicious activities or theft. Where appropriate, we limit access to our data and our devices through using strong passwords and third party GDPR-compliant software systems. Confidential information is securely destroyed when no longer required.
Data Protection Laws, describe individuals who have provided their Personal Data to an organisation (either directly or indirectly) as “Data Subjects”. As a Data Subject, you have a number of rights with respect to how organisations process your Personal Data.
If you wish to exercise any of your rights, please contact The Group’s Data Protection Officer email: firstname.lastname@example.org).
Right to be Informed
As a Data Subject, you have the right to be informed of the use that your Personal Data will be put to, along with details of the Data Controller and your rights.
Where you provide your Personal Data directly to The Group, these details will be made available at the time your data is obtained.
Where The Group obtains your Personal Data from a third party, these details will be made available within a reasonable period of having obtained the data. If your Personal Data is to be used to communicate with you, these details will be provided at the latest, when the first communication takes place. If disclosure to another recipient is envisaged, these details will be provided at the latest, before the data is disclosed. In all cases, notification will take place, within one month of receipt of your Personal Data.
Right to Access
Data Subjects have the right to access and obtain a copy of your Personal Data held and processed by The Group, on request. The Scouting Association have made it their policy to charge £10 to cover the administration of such a request.
You can exercise this right through the submission of a formal, written Subject Access Request to the Group’s Data Protection Officer (email: email@example.com or write to: Chairman (Data Protection Officer), 2nd Wimborne Scout Group, Unit 19, Riverside Industrial Park, WIMBORNE BH21 1QU).
Right to Rectification
You have the right to request The Group to correct inaccurate or incomplete Personal Data.
Right to Erasure (to be Forgotten)
You have the right to request The Group to erase your Personal Data from its systems and records.
This is not an absolute right however, and does not normally apply to purposes covered by Legal Obligation or which is necessary for the performance of membership.
Right to Restrict Processing
Data Subjects have the right to request The Group to stop or restrict the processing of your Personal Data. This could be for example, if your Personal Data is no longer necessary for the purpose of processing.
Right to data portability
You have the right to request a copy of the Personal Data which you have provided directly to The Group, which is automatically processed in a portable format.
Right to object
As a Data Subject, you have the right to object to the processing of your Personal Data, where The Group relies upon Legitimate Interest as the lawful basis for processing.
Rights related to automated decision making including profiling
You have the right not to be subject to a decision based solely on automated processing (including profiling), which may significantly affect you.
If you are unhappy with how your Personal Data is processed by The Group, you have the right to complain to the Data Protection Office. If you remain unhappy, following The Groups response to your complaint, you have the right to lodge a further compliant with our Supervisory Authority, The Information Commissioners Office (ICO).
The ICO’s address is: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow Cheshire, SK9 5AF. You can also contact them by telephone on 01625 545 745 or via their website at www.ico.org.uk.
Information for Members
What Personal Data Does the Organisation Collect
2nd Wimborne Scout Group (The Group) collects and processes Personal Data relating to our past, present and future Members. The Group is committed to being transparent about how it collects and uses Personal Data and to meet our data protection obligations.
Categories of Personal Data
The following categories of Personal Data are processed by The Group:
- Personal Data;
- High Risk Personal Data.
Your data is stored in a range of systems and formats. These include in The Scouting Associations (TSA) membership management system (Compass) and in other IT systems, including Online Scout Manager (OSM) and the organisations email system.
Personal Data Provided by Yourself
The Group processes a range of information collected from you. This may include:
- Your name, address and contact details, including email address and telephone numbers;
- Your gender and date of birth;
- Names and contact details relating to your spouse and dependents;
- Membership numbers;
- Advice, incidents and correspondence, including letters, emails, Messages and Social Media;
- Pictures, photos and videos (where submitted or captured at unit events).
High Risk Personal Data
- Medical and Health Details;
- Ethnicity Details;
- Passport and driving licence information.
Special Category and Criminal Offence Data
The Group may collect your Personal Data in a number of ways. For example, your name, contact and family details will be collected from application (adult and Young Person Information Forms) or renewal forms. Adult Membership Number will be allocated on acceptance to membership by TSA. Where required, identity information might be obtained from your passport or other documents such as your driving licence e.g. for DBS checks.
We may also collect your Personal Data through interactions with The Group. For example, we may collect information from you through correspondence, emails and telephone calls.
Occasionally, we perform research on relevant topics which may capture your opinions and intentions. This information is used to improve The Group's performance, activities and events.
Personal Data Provided by Third Parties
The organisation may collect Personal Data about you from third parties. For example, we may collect Personal Data from Social Media platforms, including The Group's accounts.
The Group will retain your Personal Data for the duration of your Membership and for period of five years from leaving, in accordance with TSA’s Policy and Regulations (PORs).
Why Does the Organisation Process Personal Data
The Group will process your Personal Data at your request, prior to and for the duration of your membership. During the period of your membership, we will use your Personal Data to administer your membership account, provide you with details of our Annual General Meeting.
In addition, we will use your Personal Data to promote scouting; making you aware of relevant advice, events, courses, awareness communications (including offers), products, publications, newsletters, quality, research and analysis.
In order to comply with Data Protection Laws, The Group needs a lawful basis to process your Personal Data. We use the following lawful reasons to obtain and use your Personal Data.
Where you have provided your consent, The Group will process your Personal Data for discretionary purposes, specified at the time of collection. For example, we may ask for your consent to use a picture or video of you taken at one of our meetings or events.
In becoming a member of The Group, you enter into a contract with the organisation for the purpose of delivering your inclusive membership services. Following the end of your membership, we retain your personal information in compliance with TSA PORs for a period of five years.
We will process your Personal Data to ensure that we comply with legal obligations.
The Group has a legitimate interest in processing your Personal Data. For example, providing you with details of activities and events within scouting.
Who May Have Access to Personal Data
Your Personal Data will be used internally by the leaders of The Group. At a local level, your Personal Data will be shared with the relevant Section Leaders. If you agree to attend an activity or event outside The Group, your Personal Data will be shared with the Voluntary Leaders responsible for that activity or event.
The Group may share your Personal Data with third-party processors who provide services to the organisation. Classes of Processors include:
- The Scouting Association and Compass
- Online Scout Manager
Adult Members; TSA is the Data Controller for any Personal Data of our Adult Members.
Young Members; The Group is the Data Controller for any Personal Data of our Young Members.
The Group will not transfer the Personal Data of Members outside of the European Economic Area (EEA) for membership purposes. If however, a member takes part in an activity or event which is outside of the EEA, Personal Data may be shared with tour operators, travel and holiday providers.
What If You Do Not Supply Your Personal Data
You are under no statutory or contractual obligation to provide data to The Group during the membership application process. However, if you do not provide the necessary information, we may be unable to process your membership application properly or at all.
Safeguarding young people
There have been concerns about the risks to children and young people when their images are used on websites (including on social networking sites and YouTube etc.) and in publications; in order to reduce these risks we follow a few simple guidelines (based upon those suggested by the NSPCC) which will reduce the potential for concern. Therefore we:
- Avoid using both the name and the photograph of a young person in a publication or on a website.
- Seek parental permission (by sending you this letter)
- Only allow photographs to be taken of suitably dressed subjects and in appropriate situations
- Follow Young People First (the Yellow Card) at all times (you are very welcome to see a copy of our yellow card if you wish – please speak with your section leader).
Electronic collection of information
This information will be used by 2nd Wimborne Scout Group to track the usage of the website and to identify areas of the website that may benefit from modification.
2nd Wimborne Scout Group is not responsible for the privacy practices or the content of web sites linked from our pages.
The contents of this website are the copyright of 2nd Wimborne Scout Group.
The views expressed in this website are not necessarily those of the Scout Association.
2nd Wimborne Scout Group will regularly review the contents of this statement, changes to legislation and the Policy, Organisation and Rules (POR) of the Scout Association, to identify any changes that may be needed to it. Changes will be notified by posting a new version on this website.
If you have any questions about this statement or the practices of this site, please email: firstname.lastname@example.org