Who are we?
1st Daviot Oldmeldrum Scout Group is a registered Scottish Charity (SC034207). Our mission is to engage and support young people in their personal development, empowering them to make a positive contribution to society. We are under the governance of the Policy, Organisation and Rules of The Scout Association, as empowered by Royal Charter.
Every year we hold an Annual General Meeting where members of the Group Executive Committee are elected – any parent of a youth member can decide to be in the executive at the AGM and every parent has the right to attend the Annual General Meeting.
We are based at Daviot Scout Hut, Daviot, Inverurie, AB51 0JH.
Our Group Executive Committee is the data controller for the information we collect from you.
Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and funders.
Personal Data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our Scout Group’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
How we gather personal data
The majority of the personal information we hold is provided to us directly by adult volunteers, parents (or guardians) in either paper form or via our online membership systems.
How we process personal data
We comply with our obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting and 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 process the data to have the ability to contact the member, parents and guardians, to inform them of meetings and events that the Group itself may be running or attending.
We use personal data for the following purposes:
- We collect personal, medical and dietary information for the protection of that person whilst in the care of the Scout Group
- We collect religious data to respect a person’s beliefs with regards to activities, food and holidays
- To administer membership records
- To fundraise and promote the interests of the Scout Group
- 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 running at 1st Daviot Oldmeldrum Scout Group
The legal basis for processing personal data
We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:
- We need to use the information to comply with our legal obligations
- We need to use the information to contact with you, regarding meetings, events, collection of membership fees etc. (i.e. for the day to day running of the Group)
- It is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services within Scouting.
- The processing is necessary for the persons legitimate interests or the legitimate interests of our Scout Group unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
How we store personal data
We are committed to the protection of your personal information.
We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
Compass is the online membership system of The Scout Association. This system is used for the collection and storage of adult personal data.
Online Scout Manager is an online membership system run by Online Youth Manager Ltd. This is a secure membership database where we store the personal information of adults and youth members for the day to day running of the Group.
Our Leadership team use their own (and occasionally their employers’) computers, tablets and mobile phones to access Online Scout Manager and Compass.
Printed records and event data
Paper is still used within the sections to capture and retain some data for example:
- Annual information form
- Gift Aid collection forms
- Permission to Camp forms
- Events coordination with event organisers
- Award notifications/nominations
Gift Aid collection forms will be held by the Group Treasurer to aid in the collection of Gift Aid for membership fees. We have a legal obligation to retain this information for seven years after our last claim.
To fulfil our legal obligations we will be required to potentially have a less secure means to access personal information, such as printouts of personal contacts and medical information, rather than relying on secure digital systems. We will minimise the use of paper to only what is required for the event/camp, and take care that paperwork is handled appropriately once it is no longer needed (i.e. securely destroyed).
Sometimes we may nominate a member for an award. Such nominations would require we provide contact details to the awarding organisation, this is most often done on paper via registered post.
Sharing and transferring personal information
We will only normally share personal information amongst appointed leaders and Executive members.
We will however share personal information with others outside our Scout Group where we need to meet or enforce a legal obligation. This may include Gordon District Scout Council, North East Scotland Scouts Regional Council, Scouts Scotland, The Scout Association and our insurance company Unity, local authority services and law enforcement agencies. We will only share your personal information to the extent needed for those purposes.
If a youth member or adult volunteer moves from 1st Daviot Oldmeldrum Scout Group to another Scout Group or Explorer Scout Unit we may transfer personal information to them.
We will never sell your personal information to any third party for the purposes of marketing.
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age etc.). If identifiable data is to be shared we will seek your consent.
Third Party Processors
1st Daviot Oldmeldrum Scout Group employs the services of the following third-party data processors:
- The Scout Association via its adult membership system Compass which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure Scotland PVG check.
- Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, event and attendance records etc. We have a data processing agreement in place with Online Youth Manager. More information is available at https://www.onlinescoutmanager.co.uk/security.php
- Dropbox is occasionally used for secure transfer and storage of personal information.
- GoCardless is used to process Direct Debit payments. 1st Daviot Oldmeldrum Scout Group does not have access to individuals’ bank account details via this service.
Automated decision making
1st Daviot Oldmeldrum Scout Group does not have any automated decision-making systems.
Transfers outside the UK
When members of 1st Daviot Oldmeldrum Scout Group participate in international Scouting events, data may be transferred outside the UK.
Protection of personal data
We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to data and kept only for as long as necessary for the purpose for which it is obtained.
Retention of personal data
We will retain your personal information throughout the time you/your child(ren) are a member of the 1st Daviot Oldmeldrum Scout Group.
We will retain your full personal information for a period of up to one year after you have left 1st Daviot Oldmeldrum Scout Group and in a much more limited form (just name, badge and attendance records) for a period of up to 15 years (or until the age of 21) to fulfil our legal obligations for insurance and legal claims.
We will also keep any Gift Aid claim information for seven years as required by HMRC.
The law on image use and GDPR needs further clarification, the position of 1st Daviot Oldmeldrum Scout Group is as follows:
Photographs and videos of adults and/or young people may be taken during activities and be used within a Scouting context, for example Scouting publications and the media. Images may be published to official Scout websites and Scouting-affiliated social media but will never identify individuals in line with Scout Association guidelines.
We cannot ask for explicit consent, as this presumes that it can be revoked, as is your right to do so under the GDPR regulations.
If we publish a photograph or video in any public forum, we no longer have control over that photograph or video, as it can be downloaded, screenshot, re-photographed and shared by others and/or stored in systems not related or controlled by 1st Daviot Oldmeldrum Scout Group.
Under GDPR, consent is invalid if people cannot easily withdraw consent, which would be the case with publishing to any publicly accessible system, therefore if you do not wish your son/daughter to appear in these then please confirm in writing to your Section Leader or Group Scout Leader, and we will not publish any photographs of your child on a public forum such as social media from that point forward. We will be unable to confirm full removal of previously published images and videos online or otherwise stored.
Please note that the Group cannot control or stop images being taken by other individuals, parents, press/media or organisations not connected with 1st Daviot Oldmeldrum Scout Group.
The 1st Daviot Oldmeldrum Scout Group may store an image of you or your child on the Online Scout Manager (OSM) membership system for the purposes of identification, alongside and linked to the personal information. Access to this image is limited to the leaders and authorised users of OSM as is the rest of the personal information.
Your rights and your personal data
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 the data protection regulator.
Unless subject to an exemption under the GDPR, 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 our Scout Group.
- The right to access your personal data – you can ask us to share with you the data we have about you.
- The right to rectification – this means you can update your data if it’s inaccurate or if something is missing. In some Sections, parents can view and edit personal information directly on OSM Parent Portal and adult volunteers can update their own details on Compass.
- The right to erasure – this means that you have the right to request that we delete any personal information we have about you. There are some exceptions, for example, some information can be held for legal reasons.
- The right to restrict processing – if you think there’s something wrong with the data being held about you, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem 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. This should makes it easier to avoid unwanted marketing communications and spam from third parties.
- 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 a human input.
Please contact a Section Leader or the Group Scout Leader for more information in the first instance.
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 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.
To exercise all relevant rights, to raise queries or make a complaint, please in the first instance contact our Group Scout Leader at firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.