What is this Data Protection Notice?

This Data Protection Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.

What data are we gathering?

For the purposes of security, we use CCTV. This means that we capture images of people using the Cabin. For the purposes of Scouting, we hold Personal Data (including Sensitive (Special Categories of) Personal Data) about members, parents/guardians, volunteers and additional Emergency Contacts. We believe it is important to be open and transparent about how we use your Personal Data. Information we hold includes the following:

• CCTV images of people arriving at and using the Cabin
• name and contact details
• age/date of birth
• details of any physical and / or mental health conditions
• race or ethnic background and native languages
• religion.

Why do we collect this information?

We use contact information to communicate with you and to carry out our obligations as Scout Leaders. Legally, this can be labelled as Legimate Interest; as a paid up subscriber to our Scout Group, we need to communicate with you in order to deliver the activities of Scouting.
In addition, we may collect data for registration to events, including nights away or trips and off-site activities. In some cases this data will be Sensitive Personal Data. We ask for such information to allow us to provide appropriate care for members whilst under our supervision. In line with the GDPR, the legal justification for acquiring, storing and processing this data is Vital Interest. This information might be called on in an emergency to preserve the life of a member in our care.
Failure to consent to our acquiring, storing and processing certain information is likely to result in a Scout not being able to join in activities. Especially activities that are identified as ‘Adventurous’.
We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin).

CCTV imagery is only accessed in response to allegations of activity where use of CCTV will help identify what occurred. 

We require the use of Personal Data to:

• (CCTV) investigate incidents
• enable us to provide a voluntary service for the benefit of our members
• manage our volunteers
• safely deliver activities
• manage our membership records
• update you on events and
• conduct surveys on our performance
• undertake financial accounting
• fundraise for the Scout Group
• process Gift Aid applications.

How do we gather data?

We gather data through a variety of methods, these include:

• 8th Alton Scout Group Data Protection / Privacy Policy / website forms
• waiting lists for new members
• Joiners forms
• Event registration forms
• Via OSM.

As you are providing this information, you are demonstrating that you consent to our use of this information for the purpose for which it is given. We try to be efficient. This means that we store the data so that we do not keep asking for the same information.

When will we delete this data?

We may keep information for different periods of time for different purposes as required by law or best practice.

CCTV footage is auto-deleted after a fixed period of time unless we are asked to investigate an issue. 
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.

Who has access to this data and who do we share it with?

Only those members who need membership information to carry out their role have access to that information. The Executive Committee of 8th Alton has created a document that identifies who has access to this information and detailed why they need this access.
We may share membership data with other local scouting groups where this information is required to deliver the scouting group obligations, such as the attendance of activities run by other Scout Groups. We are required to share data within The Scout Association; this is because we are associated with it and are required to report certain information to them. We do not store credit card details, nor do we share data with third parties without the data subject’s permission.

The use of CCTV is controlled by the Executive Committee of 8th Alton Scout Group; only specific members have access to the footage. Access to the footage is recorded.

Where will the data be stored?

This data is typically securely stored in OSM, a commercial software service that we subscribe to. For the purposes of joining, we rely on paper records. These are stored in locked cabinets.

The CCTV footage is stored on private servers.

What are your rights to your Personal Data?

As a Data Subject you have rights over your own data that you can exercise at any time, these are:

• Data is accurate – we must keep your data accurate
• Data is erased – we must erase data if not needed or if requested by you, that is not excessive and is possible
• Data is portable – we must provide a copy of your data back to you on request
• Data processing is limited – we must cease a processing activity if you object to it
• Consent withdrawal – we must allow you to withdraw consent at anytime.

In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact us. Please note that retracting consent will impact your Scout’s ability to join in Scouting activities.