We set out here how, why and when we might use personal information. We are committed to collecting and using data fairly, and in accordance with all relevant legislation. If you’ve got any questions about it, then please do get in touch.
This Privacy Notice applies to members, parents/guardians of youth members, volunteers, contractors, suppliers, supporters, donors and members of the public who make contact with 12th Swindon (Old Town) Air Scout Group.
Who we are
12th Swindon (Old Town) Air Scout Group is an excepted charity by the Charity Commission for England & Wales. The Data Controller is the Trustee Board.
From this point on 12th Swindon (Old Town) Air Scout Group will be referred to as “we”, “our”, “us” or “12th Swindon”.
Being a small charity, we are not required to appoint a Data Protection Officer.
The data we may process
Most of the personal information we hold is provided to us directly by the data subject or by the parents or legal guardians of youth members. In some cases, data is provided by third parties, such as the Disclosure & Barring Service (DBS).
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.
The personal information we collect may include the following:
- Personal contact details – 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 for 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. driving licence, passport – to be able to process volunteer criminal record checks.
- 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.
- Photography and video – so that parents and others can see the activities being undertaken by the Scout group.
The lawful basis we process your data by
For all data held about prospective, current and former members and volunteers, the lawful basis for processing will be through legitimate interest.
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
- to provide a voluntary service for the benefit of the public in Old Town
- 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 us
- 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 our care
- 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 whilst you remain a member of 12th Swindon, or whilst you are interested in joining the Scouts in Old Town. We may also retain limited personal data indefinitely, in case a former member wants to re-join, or to ensure we can comply with any obligations in relation to historical safeguarding, accident or other legal claims or complaints.
Sharing your information
We will only share personal information with specific third parties where we consider there is a legitimate reason to do so. Such third parties may include:
- HMRC, for the processing of gift aid claims
- The Scout Association, including for the management of safeguarding cases and accident reports
- Other Scout Groups, Districts and Counties, where you choose to move to another Scout Group or are old enough to move up to Explorers
- Third parties running activities on our behalf
- Law enforcement agencies and local authorities
We will use photography and video for marketing purposes. If you would prefer that we do not do this, then please let us know in writing and we will make best efforts not to capture or retain any images or footage of you.
We will never sell your personal information to any third party.
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
Generally, personal data is stored on Online Scout Manager, a secure system provided by Online Youth Manager. Their Privacy Notice is available here. We also use Online Scout Manager to securely share your personal data with other Scout Groups, Districts and Counties.
We also store personal data about adult volunteers on the online membership system of The Scout Association. Their Data Protection Policy is available here.
Sometimes, it will be necessary for us to use other systems, and paper records, for the storage of personal data.
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 just means you can update your data if it’s inaccurate or if something is missing. Parents of youth members can edit and update most information on Online Scout Manager, whilst adult members can edit and update some information directly on The Scout Association’s membership system.
- The right to erasure – this means that you have the right to request that we delete any data we have about you. There are some exceptions, for example, some information will be held by The Scout Association or by us for 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
We do not use automated decision making or profiling.
Updates to this Privacy Notice
We’ll update this notice from time to time. If we make changes, we’ll try to let you know, but it’s always a good idea to revisit this page when you can.
This notice was last updated on 13 January 2025.