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 firstname.lastname@example.org
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 detailsfamily detailsmedical details including allergieslifestyle and social circumstancesmembership detailsgoods and servicesfinancial detailseducation and employment detailsWe also process sensitive classes of information that may include:
physical or mental health detailsracial or ethnic originreligious or other beliefs of a similar natureWho the information is processed aboutWe process personal information about:
members youth & adultvolunteerstrusteescomplainants, supportersenquirersadvisers and representatives of other organisationsusers of our minibusWho the information may be shared withWe 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:
membersfamily, associates or representatives of the person whose personal data we are processingemployeescurrent, past and prospective employershealthcare, social and welfare organisationseducators and examining bodiesfinancial organisationsemployment and recruitment agenciessurvey or research organisationsbusiness associates and professional advisersproviders of goods and serviceslocal and central governmentother 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 suitethere GDPR policy can be found https://policies.google.com/privacy?hl=en
Compass Adult administration system and The Scout Association headquartersthere 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 email@example.com, 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 firstname.lastname@example.org. 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 email@example.com outlining the inaccuracy. We will acknowledge your email, seek to address the inaccuracy and confirm back to you once corrected.
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.