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First Harpenden Scout Group

Membership Privacy

Privacy Notice

The categories of information that First Harpenden Scout Group (“the Group”) collects, holds, uses and shares are:

  • Contact information (such as name, address, email address and telephone number) of leaders, adult volunteers and members of the Group
  • Children’s date of birth and school year
  • Relevant medical information e.g date of last tetanus jab, dietary requirements or special needs information that might be relevant (for example, for a child attending an event which includes a snack, we would collect information on food allergies). We may also collect Doctor contact information to use in the unlikely event that a child needs hospital treatment and we are unable to contact the parent/guardian immediately
  • If you are willing to provide it, information relevant to the child and/or parent’s religious beliefs and disabilities
  • Information for specific camp events may be collected prior to the event, for example (i) whether child can swim 50 metres or (ii) (for air rifle shooting) whether a child over 10 has a conviction
  • Information from parents regarding their willingness to help with the Group, whether as a volunteer leader, helper or trustee
  • Photographs or videos of members taking part in scouting activities
  • The only financial data we hold is to record subscription payments, whether each individual has signed up for the Gift Aid scheme and (if a person wants to apply for the reduced subscription rate) whether they are in receipt of certain benefits.

Why we collect, hold, use and share this information

  • to support our work with young people and to run weekly Beaver, Cubs and Scout meetings together with camps or other events
  • to ensure that our leaders have all the information they need to deliver the best service to our members
  • to raise funds for the Group including promoting, organising and administering events
  • to communicate relevant information to parents/guardians (for example, to circulate information about upcoming and recent events organised by the Group, or how funds raised are to be spent)
  • to promote Scouting and share information about what we do. Photographs or videos of members taking part in activities may be put on display, used on websites or submitted to local newspapers or Group, District or County newsletters. No information identifying any child will be published without specific permission.

Our usual means of communicating with parents is by e-mail. If you have given us an e-mail address, we will use that address to communicate with you, unless you request otherwise.

The lawful basis on which we use this information

Generally, the lawful basis on which we collect and use parent/guardian and child information is that it is in the legitimate interests of the Group to do so (specifically, it helps us to provide Scouting to you, in a safe and appropriate manner). This includes providing the Scouting programme, looking after your child and other young people and promoting what we do.

In some cases (eg, publishing certain photos) we will only use information with your explicit consent. If we ask for your consent, you may take it back at any time (though if an image has been published, it may be impossible to prevent its continued circulation).

Every year we collect information about ethnicity and disability for the Scout census. This information is immediately anonymised and not stored in a way that allows us to identify you. Please give this information only if you are happy for it to be used in this way.

In some cases, we may need to share or otherwise use information to protect your child’s vital interests or the vital interests of someone else, without obtaining your consent.

Storing personal information

Whilst we hold personal information we will take appropriate steps to maintain its security. We will need to keep some medical information at all times, in case it is needed during a weekly meeting. Other information may only need to be collected and kept for a particular event. Information that was collected for the purposes of a specific camp or other event will be deleted promptly after the event has finished (within a few days at most). After a child has left the Group, we may keep his or her information for a short time.

Who we share information with

We share information with the following:

  • the wider Scout Association at District, County and National level, for example when transferring members from our Group to Explorers.
  • Online Scout Manager (OSM), which is a Membership Management tool operated by a third party processor. We have a contract with OSM to ensure adequate safeguards are in place around data security. They process the information entirely to our instructions.
  • Other organisations outside Scouting, where it is necessary to do so in order to provide the programme or look after your child. For example, we may need to give information to the organisers of a camp or other event that your child is taking part in. Or we may need to give it doctors or the emergency services in the event of an incident.

We do not share personal information with other organisations, except as mentioned in this policy, unless we are legally required to do so or you ask us to.

Requesting access to your personal data / Your rights

Under data protection legislation, you have certain rights regarding your information.

  • Your right of access - You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
  • Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
  • Your right to object to processing - You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.
  • Your right to data portability - This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

You are not required to pay any charge for exercising your rights. We have one month to respond to you.

To exercise any of these rights please contact gsl@1stharpendenscouts.org.uk.

If you have a concern about the way we are collecting or using your personal information, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/


If you would like to discuss anything in the Privacy Notice, please contact gsl@1stharpendenscouts.org.uk.


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