1        What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data 1st Martlesham Scout Group processes and for what purposes.  1st Martlesham Heath Scout Group is 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 GDPR.

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 1st Martlesham Scout Group.

2        Who we are?

1st Martlesham Heath Scout Group is a registered charity with the Charity Commission for England & Wales; charity number 285069. We are more commonly known as the 1^st Martlesham Scout Group (1MSG), which we will refer to throughout this document.

The Data Controller for 1st Martlesham Scout Group is the Executive Committee who are appointed at an Annual General Meeting, and some are Charity Trustees.  The current Chair of the Exec Committee can be found on our leadership page on the website. 

From this point on 1st Martlesham Scout Group will be referred to as “we”.

Being a small charity, we are not required to appoint a Data Protection Officer.

3        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 systems Compass and Online Scout Manager (OSM). 

Compass

Is the Adult membership system which is a Scout Association mandated system. The Data Protection Policy for Scouts can be found here.

OSM

The Scout Association doesn’t have a mandated system for youth members’ personal details. 1st Martlesham Scout Group have opted to use OSM to manage the youth member details to meet our GDPR and Data Protection Act 2018 requirements. The privacy and security notice for OSM can be found here.  

In the case of adult members and volunteers, data may also be provided by third parties, such as the 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, payroll information and tax status information – so that we are able to pay any staff that might be employed by us and 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.
• Ethnicity – 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.

4        The lawful basis we process your data by

We comply with our obligations under the GDPR and Data Protection Act 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.

In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association.  Explicit consent is requested from parents/guardians to take photographs of our members. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights. 

We use personal data for the following purposes: 

• to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 1st Martlesham 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 or attended by 1st Martlesham 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 the care of 1st Martlesham Scout Group; to respect a person’s religious beliefs with regards to activities, food and holidays.
• for equal opportunity monitoring and reporting.

5        Our retention periods

We will keep certain types of information for different periods of time in line with our retention policy which can be located here.

The Scout Association’s Data Protection Policy can be found here and the Data Privacy Notice here.

6        Joint control of membership data

The Scout Association and 1st Martlesham Scout Group process the data of members, parents/guardians of youth members, volunteers on our membership databases (OSM and Compass). This data is processed between the local Scout Groups and The Scout Association. Information The Scout Association and 1st Martlesham Scout Group hold about members, parents’/guardians of youth members, volunteers may include the following: 

• name and contact details 
• length and periods of membership and volunteer service (and absence from membership and service) 
• details of training you receive 
• details of any youth badges and awards 
• details of your experience, qualifications, occupation, skills and any awards you have received 
• details of Scouting events and activities you have taken part in 
• details of next of kin or parents’ details (in the case of youth members) 
• age/date of birth 
• details of any health conditions 
• details of disclosure checks 
• any complaints we have received about the member 
• details about your role(s) in Scouting 
• details about your membership status 
• race or ethnic background and native languages
• religion 
• nationality

Processing Activities

The following is a list of common data processing activities for members, parents/guardians of youth members and volunteers’ data on the membership systems. This includes an indication of which entity carries out this activity which is shared with the other.

For further details on this joint arrangement please visit here: https://scouts.org.uk/about-us/policy/data-protection-policy-for-early-years-pilots/

7        Sharing your information

Young people and other data subjects

We will normally only share personal information with adult volunteers holding an appointment in the 1st Martlesham Scout Group.

Adult volunteers

We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 1st Martlesham 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 1st Martlesham Scout Group where we need to 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 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 Data Protection Act 2018.

Social Media and Photography 

1st Martlesham Scout Group uses social media, our website and external press to promote Scouting and the group. We may share photos and news stories to third parties such as District, Suffolk Scouts, Scouting UK, or external press. 

For more information see our Social Media and Photography Policy located here.  

The Scout Association’s Social Media and Photography guidance can be found here. 

8        How we store your personal data 

We generally store personal information in the following ways:

Compass – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.

Online Scout Manager – is the online membership system of Online Youth Manager, this system is used for the collection and storage of youth member personal data.

Microsoft 365 – We use these tools to collaborate between the 1^st Martlesham Scout members, volunteers and parents and guardians. This includes documents, photos, videos, teams chat and one drive. We use @martleshamscouts.org.uk or @suffolkscouts email addresses hosted by Microsoft 365 to communicate.

It’s important to note that the 1st Martlesham Scout Group will adopt the mandated Scout Association young people national membership system when available. Compass is being replaced in 2023, and a new youth membership system at some time in the future.

Website and Social Medias Pages – See social media and Photography Policy located here.

It’s important to note that the above are the aspirations of where we want to get to. Following a GDPR review, we have created an action plan to address areas of concern. This action plan is available to view from the Executive Committee.

Until this action plan is complete, we currently have data in the following locations:

In addition, adult volunteers may hold some personal data on local spreadsheets/databases.

Printed records and data held while attending events – paper is sometimes used to capture and retain some data, for example:

•          Gift Aid administration

•          Event registration

•          Health and contact records forms (for events)

•          Events coordination with event organisers

Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available.  We will minimise paper use to only what is required for the event. These personal details are typically securely destroyed within 2 months of the event but in certain situations, these are stored for longer, see our retention policy for more info. 

9        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.

10    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.

11    Your Rights

As 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:

• The right to be informed – you have a right to know how your data will be used by us.
• The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
• The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing.  Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.
• The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions: for example some information will be held by The Scout Association for legal reasons.
• The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue 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.
• Rights in relation to automated decision making and profiling – this protects you in cases where decisions are being made about you based entirely on automated processes rather than human input. It’s highly unlikely that this will be used by us.

12    Website Cookies

Forms related cookies

When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties.  The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience.  These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Privacy information page.

13    Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact the Executive Committee Chairperson or Group Scout Leader (GSL). Please visit our website to find out who currently holds these positions and their contact details.

14    Version History