Privacy Notice – 12th Swindon

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. 

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. 

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. 

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 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.

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 The Scout Association and with other Scout Groups, Districts and Counties. 

We also store personal data about adult volunteers on Compass, 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. 

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 Compass 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. 

We do not use automated decision making or profiling. 

This site uses Google Analytics, for helping us to understand how you use the site and ways that we can improve your experience.  These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. 

For more information on Google Analytics cookies, see the official Google Privacy information page.