3^rd Hampton Hill (St James) Scout Group Privacy Policy

1. Our commitment to your privacy

• We are setting out our privacy policy as a result of changes in the rules on how we communicate with you due to the new General Data Protection Regulation, which came into force in May 2018. This policy explains the ways in which 3^rd Hampton Hill Scout Group collects personal information about you and your child and how we may use that information.
• We will never sell or swap your personal data and will only share it within the group when it is directly needed. For example, if your child moves from beavers to cubs, the beaver team will pass your details onto the cub leadership team.
• We share anonymized data with Scouts HQ as part of the annual “Census” every January. This data has no identifying information but is used to collate statistics on scouting throughout the UK.
• If you want to obtain a copy of the personal information we hold on you or your child, or to request us to update or correct any information please contact your Section Leader.

2. Personal and Sensitive Information we collect

• The information we collect depends on the activities your child is taking part in.

• If your child has signed up to be a beaver, cub or scout, we will need to ask you for the following information to ensure your child’s safety and that activities are accessible to them;
  • Parent’s full contact details, including telephone numbers and email address
  • Child’s name, school and date of birth
  • ‘Medical’ information e.g. does your child have any disabilities, allergies, dietary needs, learning or other specific needs
  • Religion and ethnicity. When we send our annual census to Scouts HQ data is requested on ‘religion and ethnicity’. These questions are not used by 3HH but are required by the Annual Scout Census. This information is only passed on in anonymous format. You can decline to give this information if you choose.
  • This data is stored on our secure database “Online Scout Manager” (OSM) and is only accessible to Leaders and Assistant Leaders directly involved in your child’s care.

• If your child is taking part in an extra activity, for example a camp.

• We will require a fully completed health form for your child so that we are able to care for them correctly. This should include all ‘medical’ conditions (see 2.2.3) and medications required with a signed consent to administer any necessary medications.
• This data is not stored by us after the camp. Health forms on camp are kept on site (privately) at each camp and are shredded once the camp has been completed. They are not stored electronically.
• We pass on your child’s name and your contact details to a designated/specific ‘in touch emergency contact’ (most often another Leader in the Group or a Member of our Scout Executive Committee) to enable them to contact all parents in the case of an emergency on camp.

• Adult details:

• If you are volunteering with us on a regular basis, we will ask you to complete a DBS check. This system / data is not controlled by us, we do not store the data you provide, but will record the date that the check was undertaken in order to ensure compliance with our rules.
• If you are an adult volunteer your details will be held on the secure Scout database Compass. This is only accessible to authorized Leaders, Authorized Members of the Richmond Upon Thames Scout District Team and Scout HQ. No sensitive information is held on this system.

• How do we use your information?

• We only use your personal data and your child’s personal data with your consent or where it is necessary to:
  • Enter into or perform a contract or service for you
  • Comply with a legal duty
  • Administer our relationship with you
  • We shall only use personal information for the purposes for which it was collected.

• Contact:
• We will use your personal data to contact you with information about Scouting activities we are running, e.g. camp invitations, termly programmes. We do not contact children directly and will only communicate with adults.
• We may telephone you at any time if there is a query or an issue with caring for your child.
• We do not pass on your email address or phone number to anyone outside of our group, and only within the group where it is strictly necessary e.g. your child is changing sections.
• Administration

• We use personal data for administrative purposes in connection with our scouting and group programme, g.:
  • Establishing numbers of young people in each section and age ranges.
  • Compiling lists of camp attendees
  • Compiling lists of young people due to receive badges.
  • Notifying of an allocated responsibility e.g. Scout HQ cleaning slot on cleaning rota
  • Notification of Group Events (such as a QM & Maintenance Day).

• Data Security

8.1        We use a number of mechanisms to protect the security and integrity of your personal information.  However, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.   We take all reasonable steps and precautions required by law to protect personal information in our possession from misuse and loss and from unauthorised access, modification or disclosure.

• Contacting us and keeping you in control

• You have the right to remain in control of your personal data through;
  • written confirmation on whether or not we hold your personal data and, if we, do to obtain a copy of the information we hold (a subject access request)
  • the right to have your data erased (although this will not apply where it is necessary for us to continue to use the data for a lawful reason)
  • the right to have inaccurate data rectified.
  • You may request a copy of your personal information via your Section Leader.

• Complaints

10.1      You can complain about any aspect of our data protection policy to the Group Scout Leader Rich Moody or the Group Chair Martin Riddell (their contact details are available upon request).

• Changes to this Privacy Policy

11.1      We may update this Privacy Policy from time to time to ensure it remains up to date and accurately reflects how and why we use your personal data.

Last updated March 2020 (Revised Version 1.0)