Privacy Policy

Southgate District Data Protection and Privacy Policy

Last Updated on the 7th September 2018

 

Overview

This document outlines the process that the Southgate District Explorers has in place to be compliant with General Data Protection Regulations which came into force on 25th May 2018. This is an update on the policies that the Units were following independently before September 2018.

The areas of the new legislation that relate to the Units are Sharing Data and Processing of Sensitive Data. The individuals with regular access to data are the Explorer Scout Leaders, the Unit Bookkeepers (where there are any), the District Commissioner (acting as District Explorer Scout Commissioner in the interim) and the District Treasurer.

On camps and at events, other members of the leader teams require copies of details for emergencies and it would be unsafe to rely on electronic copies so there will be personal information printed, distributed to one or two leaders and then destroyed by the Explorer Scout Leaders following the event.

 

Marketing

The Units will only send ‘marketing’ to its members in the form of adverts for events. A member is a young person (of Explorer Scout age, 13.5 to 18) who attends or pays subs to one or more of the Units, their parents and adult members of the Scout Association who help to run the Units. The Units will not conduct any direct marketing by phone, text or email.

 

Managing your data

When members leave the Explorer Units, their details are destroyed unless they are due to attend an event with the Units after leaving, for example, are signed up to take part in a camp or activity soon after their 18th birthday and have chosen to take appointments elsewhere. They are not a member of the Units but will be the responsibility of the leadership team at the upcoming event/camp. Their information will then be removed and destroyed.

All email lists are maintained regularly (at least termly) and when members leave, they stop receiving emails.

If you wish to ask for access, correction, or deletion of any of your personal information held by us or a change in the way we use your information (for which we reserve the right to charge you a fee, where permitted by applicable law), then the online tool used by the District Explorer Leaders, Online Scout Manager, allows parents to access and change their own personal details at will. If however, you have a problem with this, please do contact us to discuss this by emailing your Explorer Scout Leader or southgate.explorers@gmail.com.

We may decline requests that are unreasonable, prohibited by law, or are not required to be honoured by applicable law. You can opt out of receiving emails and texts from us. But we may still send you non-promotional emails, such as emails about your account or our ongoing business relations.

You can also send requests about changes to your information or your contact preferences, including requests to opt-out of sharing your personal information by emailing your Explorer Scout Leader or southgate.explorers@gmail.com.

 

Sharing Data

The individuals with regular access to data are the Explorer Scout Leaders, the Unit Bookkeepers (where there are any), the District Commissioner (acting as District Explorer Scout Commissioner in the interim) and the District Treasurer.

The Explorer Scout Leaders keep the following information:

Contact Details; name of explorer scout, name of parents/guardians, address, post code, email address of explorer scout, email addresses of parents/guardians, phone number of explorer scout, phone number of parents/guardians, date of birth of explorer scout, the address and phone number of explorer scout’s doctor surgery.

Essential information; allergies or medical conditions, current medicine being taken, ability to swim 50m, year of last tetanus.

Additional information; like dietary requirements, other information that parents/guardians/the explorer scout deem necessary, the date that the explorer scout joined explorers and their record of achievement within explorer scouting.

All 3 Explorer Units manage their data through the use of an online tool – Online Scout Manager. Online Scout Manager is password protected and the Explorer Scout Leaders are responsible for managing access to the accounts – only the above named appointments will have full access. For more information on the Online Scout Manager’s security and policies, please read these links:

https://www.onlinescoutmanager.co.uk/cookies.html

https://www.onlinescoutmanager.co.uk/security.html

On camps and at events, the leader team require copies of details for emergencies and it would be unsafe to rely on electronic copies so there will be print outs that are then destroyed by the Explorer Scout Leaders following the event.

The Unit’s bookkeepers can access the names, addresses, email addresses and phone numbers, together with a record of all financial transactions, of all Explorers on Sage Financial Software and also keeps backups from previous years as is required by The Charity Commission.

These are kept on a pc at home which is password protected and the Sage software is password protected. Neither of the passwords is written down anywhere.

Sage information is shared with the District Treasurer who audits the accounts that are prepared every 6 months. The Sage backup file is emailed over and the District Treasurer is already is in possession of the secure password.

 

Personal Data and Processing of Sensitive Data

The forms we use to capture personal data use the following statement (this statement has been revised since it was implemented on the 14th May 2018 and all forms include it from this date forward):

“We require these details as part of our duty of care. Your information will not be shared with anyone outside of the leader team. You will receive communication by email for the most part and occasionally post. Phone numbers are required for emergencies. Your details will be shared with the leader team for events that you attend and then destroyed afterwards. The information is kept only by the Explorer Scout Leader and Treasurer.

Your information choices and changes

“If you wish to ask for access, correction, or deletion of any of your personal information held by us or a change in the way we use your information (for which we reserve the right to charge you a fee, where permitted by applicable law), then the online tool used by the District Explorer Leaders, Online Scout Manager, allows parents to access and change their own personal details at will. If however, you have a problem with this, please do contact us to discuss this by emailing your Explorer Scout Leader or southgate.explorers@gmail.com.

However, we may decline requests that are unreasonable, prohibited by law, or are not required to be honoured by applicable law. You can opt out of receiving emails from us but we may still send you non-marketing emails and texts, such as emails about your account. You can also send requests about changes to your information or your contact preferences, including requests to opt-out of sharing your personal information by emailing southgate.explorers@gmail.com

When collecting personal data we also ask for ethnicity because this is collected by the Scout Association at the time of the annual census. If members choose not to provide an ethnicity then we will not share anything with the association and mark the individual as “preferred not to say”. The personal information form states that this is the only purpose for collecting ethnicity data.

These are the forms for which we collect personal data:

  • Personal Info Forms
  • Gift Aid Forms
  • Night Away Information Forms

Contact Details; name of explorer scout, name of parents/guardians, address, post code, email address of explorer scout, email addresses of parents/guardians, phone number of explorer scout, phone number of parents/guardians, date of birth of explorer scout, the address and phone number of explorer scout’s doctor surgery.

Essential information; allergies or medical conditions, current medicine being taken, ability to swim 50m, year of last tetanus.

Additional information; like dietary requirements, other information that parents/guardians/the explorer scout deem necessary, the date that the explorer scout joined explorers and their record of achievement within explorer scouting.

This is for purpose of delivering safe activities for the members of the Units.

If you wish to ask for access, correction, or deletion of any of your personal information held by us or a change in the way we use your information (for which we reserve the right to charge you a fee, where permitted by applicable law), then the online tool used by the District Explorer Leaders, Online Scout Manager, allows parents to access and change their own personal details at will. If however, you have a problem with this, please do contact us to discuss this by emailing your Explorer Scout Leader or southgate.explorers@gmail.com.

However, we may decline requests that are unreasonable, prohibited by law, or are not required to be honoured by applicable law. You can opt out of receiving emails from us but we may still send you non-marketing emails and texts, such as emails about your account. You can also send requests about changes to your information or your contact preferences, including requests to opt-out of sharing your personal information by emailing southgate.explorers@gmail.com

 

Gift Aid forms record; name of payee and address of payee.

This information is only captured and used for claiming Gift Aid on donations and subscriptions.

The original and copies of this form are passed the Southgate District Scout Council Treasurer who is required to keep these as evidence for Gift Aid claim for 6 years after the end of the tax year that they were claimed in. The records are kept in a locked filing cabinet after processing and destroyed after this time period.

 

Nights Away Information forms record:

Contact Details; name of explorer scout, name of parents/guardians, address, post code, email address of explorer scout, email addresses of parents/guardians, phone number of explorer scout, phone number of parents/guardians, date of birth of explorer scout, the address and phone number of explorer scout’s doctor surgery.

Essential information; allergies or medical conditions, current medicine being taken, ability to swim 50m, year of last tetanus.

Additional information; like dietary requirements, other information that parents/guardians/the explorer scout deem necessary, the date that the explorer scout joined explorers and their record of achievement within explorer scouting.

This is for delivering safe activities for the members of the Units. None of these details are kept following the event and hard copies are destroyed following the event. The hard copies are taken to camps and made available for leaders in the case of emergency, to plan menus and to ensure the safety and wellbeing of the Explorer Scouts.

 

Your European Privacy Rights

We adhere to applicable data protection laws in the European Economic Area, which, if applicable to you, includes the following rights:

  • If we are processing personal information based on your consent, you have a right to withdraw consent at any time for future processing;
  • You have a right to request access to, rectification, or erasure of your personal information, or to transfer or receive a copy of your personal information in a usable format;
  • You have a right to object to the processing of your personal information under certain circumstances; and
  • You have a right to lodge a complaint.

 

Changes to the policy

We may change this Policy from time to time. If we make any changes to this Policy, we will change the “Last Updated” date or by providing such notice about or obtaining consent to changes as may be required by applicable law.

If you have any questions about this Policy, or if you wish to lodge a complaint about our privacy practices, please contact your Explorer Leader or southgate.explorers@gmail.com.

 

 

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