Privacy Policy | 6th Lichfield Scouts

6th Lichfield Scout Group Privacy Notice

Background

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. This privacy notice applies to personal information processed by or on behalf of the Scout Group.

The 6th Lichfield Scout Group is a Data Controller for your personal data.

As a registered charity it is our trustees’ responsibility to ensure that we have appropriate data protection processes in place. You can contact our Data Protection Officer by emailing the Group Scout leader on sixth.lichfield.cubs@gmail.com

We may change this privacy notice from time to time in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website www.6thlichfield.org

Your responsibility

It is your responsibility to ensure that any information about yourself or your child is up to date. 6th Lichfield Scout Group uses Online Scout Manager, a commercial system widely used by Scout Groups in UK, as our database. Section leaders will refer to this for HQ based, external events and activities such as camps. They have the right to refuse to take a child if the information has not been reviewed by you in the 3 months prior to an event.

What kinds of personal information about you do we process?

Personal information that we may process in connection with operating the Scout Group includes:

Personal and contact details, such as title, full name, address, email and telephone numbers.
Date of birth and gender.
Additional information such as hobbies, school, parents occupation. (optional)
Contact details for next of kin and emergency contact.
Medical information for first responders and section/activity leaders.
Event-specific information such as swimming capability and permission to take part in certain adventurous activities.
Badge records.
Individual photographs linked to personal records.
Financial transaction history of payments for subs and events.
Information required for DBS applications (adults only).
Information required for The Scout Association Adult Application Form (adults only).
Information about your roles in Scouting, including roles held, permits held etc. (adults only).

Use of Photographs

Images (e.g. photographs and videos) that are not linked to personal identifiable information (e.g. full name) are not considered to be Personal Information and are hence not explicitly covered by this privacy notice. However, we want to be clear about how we make use of photographs in the Scout Group.

Photographs may be taken at Group meetings, activities and events. Photographs may be taken by Leaders but they may also be taken by other parents, young people in attendance and other people that are not related to the Group at all. There is no practical way of policing the taking and publishing of photographs of all events and activities that the Group undertakes.

The Group will use photographs in closed social media groups (e.g. Facebook) and in emails to inform parents of the activities that the young people are undertaking. Photographs may also be used on display boards at HQ. The Group will also use photographs on its public Facebook Group and Website. The Group will also provide photographs to the local press and to other Official Scout

Organisations for publicity purposes. When photographs are provided to third parties, the individuals in the photographs will not be identified by name without their (or, if they are a minor, their parent’s/guardian’s) permission.

Whilst it is not possible to make any guarantees about how and where photographs will be used, we recognise that there may be strong reasons for protecting the identity of some young people. Where there is a need to restrict the use of photography of a young person the parent or guardian must inform their Section Leader and the Group will make all reasonable efforts to ensure that the needs of the young person are met.

The Group may use online systems (e.g. Zoom or Microsoft Teams) to facilitate online meetings. Video, audio and still images will be transmitted through these services during these meetings and may be captured by any participants. There is no practical way to prevent this capture or to control their onward transmission. The Group may from time to time make recordings of all or part of a meeting. These recordings will be used to post video or photographs on our closed social media groups and may be used for Leader training. In this case, participants will be informed that the meeting is to be recorded and may opt out without prejudice.

Website Photographs of Leaders.

We may place photographs of Leaders on our Website alongside their names and roles in the Group. Leaders may request that their image is not used in this way and we will make best efforts to remove their image from the Website as quickly as possible.

What is the source of your personal information?

We will collect personal information from the following sources:

From you directly or from a parent or guardian in the case of minors.
Information generated by your activity in Scouting such as badge elements completed, events attended etc.
History of financial transactions.
From other Scout organisations in the case of transfers from other Scout Groups or records of events operated by third-parties.

What do we use your personal data for?

We may use your personal data for the following purposes:

To maintain our waiting list.
For contacting you or your parent/guardian about events and activities in the Scout Group.
For contacting next of kin/emergency contact in the event of an incident.
For the planning and delivery of activities.
To record a young person’s achievements and plan future programmes.
To facilitate DBS applications.
To support the operations of The Scout Association.
To enable the efficient operation of the Scout Group.
To exercise our legal and regulatory obligations.

When do we share your personal information with other organisations?

We may share information with the following third parties:

The Scout Association. Information for adult applications, DBS applications, membership records.
Charity Commission. Information about trustees as required by charity law.
Financial institutions. Information about trustees as required for operation of bank accounts.
Other Scout Groups / Districts. Young persons and adult records to support transfers between groups and to provide information necessary for the planning and delivery of activities.
Other Activity Providers. Information that is necessary for the planning and delivery of activities.
Social Media (closed groups). Information and photographs of activities. Details of event attendance etc.
Video Chat (closed meetings). Video, audio and photographs of activities.
Local Press. Information and photographs of activities.
Public website. Information and photographs of activities.

We will not share personal identifiable information (e.g. full names, age, address etc) linked with photographs to the Local Press or on the Public Internet without seeking permission from you or, if you are a minor, your parent/guardian.

What should you do if your personal information changes?

You can update your and your child’s records using the personal details section of Online Scout Manager. It is your responsibility to ensure that the records are up to date.

For how long is your personal information retained by us?

We may hold your personal information based on the following criteria:

For as long as you are a member of the Scout Group.
For as long as you are on the waiting list and are under the age of 14 years.
For as long as we might reasonably believe that you may require access to the records (i.e. retaining badge records or records of accidents after you leave the group).
Retention periods in line with legal and regulatory requirements or guidance.

CCTV

The 6th Lichfield group HQ is protected by CCTV for security purposes. Data recorded is held electronically for 20 days before being deleted. The cameras cover key entrance points, main door, fire escape, basement entrance and the door to the car park. There is no coverage of the main hall, kitchen or toilet areas.

Version 1.0

Adopted by Group Executive

1st November 2021

Prepared by C.M.Ecob Group Scout Leader (Acting) 16.10.2021

Version 1.1

17th October 2024

Adopted by the Trustee Board