Privacy Document

We are committed to protecting your personal information. This page, together with our terms of use for this site and our cookies policy, set out the basis on which we will process any personal information we collect from you or that you provide to us.

Any questions regarding this privacy policy should sent by email to hello@scoutingingreenwich.org.uk

Royal Greenwich District Scout Council, known as Royal Greenwich Scouts, is a registered youth charity (Charity No. 1141023), responsible for Scouting in the London Borough of Royal Greenwich.

Our mission is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. We are incorporated by royal charter and are regulated as a member of the UK The Scout Association, (Registered Charity No. 306101), see www.scouts.org.uk for more information.

We are based at Royal Greenwich District Centre, 19 Waverley Crescent, Plumstead, London, SE18 2RT

Our District Trustee Board is the data controller for the information we collect from you. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and funders.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our Scout District (the data controller’s), possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

The majority of the personal information we hold is provided to us directly by yourself or by parents / legal guardian in either paper form, using a third-party data processor (i.e. Eventbrite), and in the case of our adult members, via Compass, our online membership system and third party reference agencies, such as the Disclosure and Barring Service (DBS).

Where a member is under the age of 18, this information will only be obtained from a parent / guardian and cannot be provided by the young person.

We comply with our obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Retention of personal data is managed in accordance with our Data Retention Policy, which sets out how long different types of personal information are kept and the procedures for secure deletion or destruction when it is no longer required.

We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings, events that the District may be running or attending.

We use personal data for the following purposes: –

• we collect personal and medical information for the protection of that person whilst in the care of the Scout District
• we collect religious data to respect a person’s beliefs with regards to activities, food and holidays
• To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
• To administer membership records
• To fundraise and promote the interests of Scouting across Royal Greenwich
• 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 relating to your membership

We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:

1. We need to use the information to comply with our legal obligations
2. We need to use the information to contact with you regarding meetings, events, collection of membership fee’s etc (i.e. for the day to day running of the district)
3. It is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services within Scouting
4. The processing is necessary for the persons legitimate interests or the legitimate interests of our Scout District unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests
5. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
6. We generally store our adult members personal information in one secure digital online database system, where access to that data is restricted and controlled.

The Membership Sytstem: – is the online membership system of The Scout Association, this system is used for the collection and storage of Adult personal data.

WhatsApp: – We use WhatsApp Communities for efficient communication. WhatsApp collects data like account information, profile details, message content, and metadata. We prioritise your privacy and won’t share your information. Please review WhatsApp’s privacy policy for their data handling. By using WhatsApp with us, you consent to its terms.

Google Workspace – We use Google Workspace to store email addresses as part of our communications and may occasionally store personal data for operational reasons on password-protected drives. Retention of this information is managed in line with our Data Retention Policy.

Paper is still used to capture and retain some data for example the following: –

• Gift Aid Collection forms

Gift Aid

Collection forms will be securely held by the District Treasurer to aid in the collection of Gift Aid, where applicable. We have a legal obligation to retain this information for 7 years after our last claim, after which it will be securely destroyed in accordance with our Data Retention Policy.

Events

As a member of Royal Greenwich Scouts it is hoped you will take up the opportunity to attend events and camps. Where it is necessary to fulfil our legal obligations, we may need to access personal information via printed contact or medical forms rather than digital systems, particularly where internet access is unavailable.

We will minimise the use of paper to only what is required for the event or camp and will manage the storage and destruction of this information in line with our Data Retention Policy.

We will ensure:

1. Transfer of paper is secure, such as physical hand-to-hand transfer or registered post.
2. Printouts or paper forms are securely destroyed after use.
3. Secure destruction will be through a shredding machine.
4. Paper records are kept secure, especially when in transit.
5. If transferred to somebody, we will audit that they return them when the event is complete.

Awards

Sometimes we may nominate a member for national awards (such as King’s Scout or Duke of Edinburgh awards). This may require contact details to be shared with the awarding organisation where necessary.

We will only normally share personal information within our Scout District with members of the District team and, where necessary, trustees.

We may share personal information outside the District where required to meet legal obligations, including with Greater London Scout County, Greater London Scout Region, The Scout Association and its insurance subsidiary Unity, Atlantic Data Ltd (who process DBS checks), local authorities and law enforcement agencies. Information will only be shared to the extent necessary for those purposes.

We will never sell your personal information to any third party for marketing purposes.

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.

Where possible we will anonymise information used for reporting purposes (for example aggregated reporting on gender, ethnicity or age). If identifiable information needs to be shared, we will seek your consent.

Third party compliance – We ensure third parties we contract with to store personal data comply with the principles of this policy and maintain appropriate information security standards.

Royal Greenwich Scouts will not transfer your personal information outside of the UK unless required for events or activities taking place outside the UK where sharing limited personal information is necessary to comply with legal or safeguarding obligations.

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and retained only for as long as necessary, as defined in our Data Retention Policy.

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 data protection regulator.

Please contact our Data Protection Lead for more information in the first instance.

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.