Data protection regulation is set to change on 25th May this year as part of new General Data Protection Regulation (GDPR) laws

Below is the Group policy for GDPR (Version one, 24th May 2018)

(This Policy is relevant for all persons involved with the group this could be parent's youth members and leaders/supporters)

Parents only need to complete one form regardless of how many children are in the group

Description of processing

The following is a broad description of the way the 7th Darlington Sea Scouts processes personal information. To understand how your own personal information is processed you need to contact the Group Scout Leader on gsl@7thdarlingtonseascouts.org.uk

Reasons/purposes for processing information

We process personal information to enable us to; provide a voluntary service for the benefit of the public in the Darlington area as specified in our constitution which can be found at http://scouts.org.uk/media/927482/Chapter-1docx.pdf; administer membership records; to fund raise and promote the interests of the charity; manage our volunteers; maintain our own accounts and records; and manage our camp site 'The Cabin' Raby Estate; and organise events on behalf of the charity and the use of our minibus R5 AOU in its use by other people.

Type/classes of information processed

We process information relevant to the above reasons/purposes. This may include:

personal details
family details
medical details including allergies
lifestyle and social circumstances
membership details
goods and services
financial details
education and employment details
We also process sensitive classes of information that may include:

physical or mental health details
racial or ethnic origin
religious or other beliefs of a similar nature
Who the information is processed about
We process personal information about:

members youth & adult
complainants, supporters
advisers and representatives of other organisations
users of our minibus
Who the information may be shared with
We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA) 2017, implementing the EU General Data Protection Regulation (GDPR). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

family, associates or representatives of the person whose personal data we are processing
current, past and prospective employers
healthcare, social and welfare organisations
educators and examining bodies
financial organisations
employment and recruitment agencies
survey or research organisations
business associates and professional advisers
providers of goods and services
local and central government
other voluntary and charitable organisations

We use systems to process and store information for the group

OSM & MyScout (Online Scout Manager)
there GDPR policy can be found https://www.onlinescoutmanager.co.uk/security.html

Google management suite
there GDPR policy can be found https://policies.google.com/privacy?hl=en

Compass Adult administration system and The Scout Association headquarters
there GDPR policy can be found http://scouts.org.uk/media/927485/Chapter-2docx.pdf

All Paper Document (Camp Forms & Medical Forms) are stored in a secured filing cabinet for 3 years after the event then they are securely shredded.

All Group Accident and Incident Forms paper based are stored in a secured filing cabinet until the Child's 18th Birthday then securely shredded.

Data Subject Access Request

Should you wish to enquire whether or not we process information about you or make a request for a copy of any personal information which the group holds about you, you should write to the Group Secretary by email to group.secretary@7thdarlingtonseascouts.org.uk, outlining the personal data you are seeking to obtain. We will acknowledge your request and we will respond to you within 30 days of receiving it. We may need to verify your identity and ask you to clarify the data you are seeking to obtain.

Right to erasure (Right to be forgotten)

Should you wish us to erase any personal information that the 7th Darlington Sea Scouts holds about you, then you should write to the Group Secretary by email to group.secretary@7thdarlingtonseascouts.org.uk. We will acknowledge your request by email, confirm whether we are able to erase the information requested (including confirming whether we hold it) and confirm to you once erased. We may need to verify your identity and ask you to clarify the data you are seeking to erase. We will consider each request on a case-by-case basis and whilst we will not seek to refuse your request unreasonably, we do have a number of statutory obligations that we must comply with. These include our vetting and safeguarding procedures, which may prevent us from being able to fully erase your personal data.

Correcting inaccurate personal data

Should you believe that the personal data we hold about you may be inaccurate, you can write to the Group Secretary by email to group.secretary@7thdarlingtonseascouts.org.uk outlining the inaccuracy. We will acknowledge your email, seek to address the inaccuracy and confirm back to you once corrected.

Email address *
Please Write your full Name below and enter the date to show you have read and consent for the group to hold and process your information and the information of your child. The group in its operation has a Legitimate and Legal interest in the handling and processing of this data. *
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Photography Policy
Photography Policy

During Group events and activities, members of our volunteers and supporters, other members of the Scout Association and members of the public may be taking still and moving pictures. Pictures used by the 7th Darlington Sea Scouts outside of the event/activity will only be used in accordance with Scout Association guidelines. Pictures taken by our media team may be used during and after the event/activity by the 7th Darlington Sea Scouts or the Scout Association publications, and in local newspapers, on websites or in other media channels. Local newspapers and TV stations may also attend events/activities to provide external media coverage and members of the press will be accompanied at all times by a member of the event or activity staff/leader team. We will seek your specific permission if we wish to use your/your child’s picture in any promotional or advertising material.
Anyone attending any 7th Darlington Sea Scouts event or activity, or giving permission for their child/ward to attend an event or activity should note that attendance at the event or activity signifies their consent for pictures of themselves/their child to be used in line with the above policy. If you have specific concerns in this regard, please contact the specific event/activity manager.

I have Read the above Photography Policy *
A copy of your responses will be emailed to the address you provided.
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