This Privacy Policy describes the categories of personal data 1st Daviot Oldmeldrum Scout Group process and for what purposes. 1st Daviot Oldmeldrum Scout Group 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 GDPR.
This Privacy Policy applies to members, parents/guardians of youth members, volunteers, contractors, suppliers, supporters, donors, and members of the public who will make contact with 1st Daviot Oldmeldrum Scout Group.
Who we are
1st Daviot Oldmeldrum Scout Group is a registered charity with the Office of the Scottish Charity Regulator, Scottish Charity Number SC034207.
The Data Controller for 1st Daviot Oldmeldrum Scout Group is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees can be contacted at chair@1stdomscouts.org.uk.
From this point on, 1st Daviot Oldmeldrum Scout Group will be referred to as “we”.
Where possible we have access to a volunteer assuming the role of Data Lead.
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. The privacy and security notice for our youth membership system can be found here: www.onlinescoutmanager.co.uk/security.html. In the case of adult members or volunteers, data may also be provided by third parties, such as Disclosure Scotland.
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 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.
- Tax status information – so that we can 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.
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, where such photographs place the data subject as the focal point of the shot. 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 Daviot Oldmeldrum 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 Daviot Oldmeldrum 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 Daviot Oldmeldrum Scout Group
- To respect a person’s religious beliefs with regards to activities, food and holidays
- For equal opportunity monitoring and reporting
Our retention periods
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 (name, badge and attendance records, incident reports) 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.
Joint control of membership data
The Scout Association and 1st Daviot Oldmeldrum Scout Group process the data of members, parents/guardians of youth members, volunteers on our membership databases. Volunteer data is processed between the local Scout Groups and The Scout Association. Information The Scout Association and 1st Daviot Oldmeldrum Scout Group hold about volunteers may include the following. Members, parents/guardians of youth members data is only held by 1st Daviot Oldmeldrum Scout Group.
- 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, volunteers’ data on the membership systems. This includes an indication of which entity carries out this activity which is shared with the other.
| Processing Activity | Description | Processing entity |
| Scout Member capture | Initial data load of a new Scout Member onto the membership database | 1st Daviot Oldmeldrum Scout Group |
| Scout Member disclosure check | Disclosure checks for any adult Scout Members that require them | Initiated by 1st Daviot Oldmeldrum Scout Group The Scout Association complete the check |
| Scout Member operational administration | This may include: Scout Member data updates Maintaining training record Events attended Permits approved Badges awarded | 1st Daviot Oldmeldrum Scout Group and The Scout Association |
| Scout Member disciplinary | Scout Member disciplinary detail capturing where a Scout Member has breached POR or any other Scout policy | Initiated by 1st Daviot Oldmeldrum Scout Group The Scout Association involved if severity meets a policy threshold |
| Scout Member leaving | The updating of an individual’s membership status post leaving the association. | 1st Daviot Oldmeldrum Scout Group |
| Scout Member data reporting | Reporting on trends and monitoring data to be able to demonstrate The Scouts impact and to attract funding (this may include optional special category data of the Scout Members) | The Scout Association 1st Daviot Oldmeldrum Scout Group may access special category data for Census and local Scouting delivery |
| Scout Member Training | The addition of mandatory training for Scout Members, where applicable | The Scout Association |
| Scout Member roles definition | The definition of Scout Member roles on the membership databases | The Scout Association |
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 Daviot Oldmeldrum 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 Daviot Oldmeldrum Scout Group as well as with The Scout Association Headquarters as independent data controllers.
- All data subjects
We will however share your personal information with others outside of 1st Daviot Oldmeldrum 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 nominations would require us to provide contact details and award nomination details, such as citations to that organisation. We may also share data on award nominees for National Honours Awards, including the same data as above.
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
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 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.
Dropbox is occasionally used for secure storage of personal information.
GoCardless is used to process payments. We do not have access to individuals’ bank account details via this service.
Our Leadership team use their own (and occasionally their employers’) computers, tablets and mobile phones to access Online Scout Manager and Compass.
In addition, adult volunteers will 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:
- Personal details
- Gift Aid administration
- Events coordination with event organisers
- Award notifications/nominations
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 the use of paper to only what is required for the event.
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 policy is provided on our website (https://1stdomscouts.org.uk/privacy-policy/) to those whose data is being processed by us. A printed version is also available on request.
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 means you can update your data if it is inaccurate or if something is missing. Parents can view and edit personal information directly on the Online Scout Manager Parent Portal and adult members can edit and update some information directly on Compass.
- 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 for by The Scout Association 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 a human input. We do not use any automated decision-making systems.
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 cases, we also use cookies provided by trusted third parties. Our website uses Google Analytics which is one of the most widespread and trusted analytics solutions 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 producing engaging content.
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact our Group Chair at chair@1stdomscouts.org.uk or Group Lead Volunteer at group@1stdomscouts.org.uk.
| Date | Rev | Comments |
| May 2018 | V1 | First Issue |
| August 2019 | V2 | Updates to branding and layout, Photography section added |
| July 2020 | V3 | Updated in accordance with latest TSA guidance. Section added to include the use of OSM for data sharing purposes. |
| August 2024 | V4 | Updated in accordance with latest TSA guidance, including revised role titles and move to Trustee Boards |
