Long Eaton Scouts are a registered charity with the Charity Commission for England & Wales; charity number 517911.
The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership system Compass. In the case of adult members and volunteers, data may also be provided by third parties, such as the England & Wales - Disclosure and 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.
We may collect the following personal information:
We comply with our obligations under the GDPR and DPA 2018 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.
In most cases the lawful basis for processing will be through the performance of a contract for personal data and as legitimate interests for your sensitive data.
We use personal data for the following purposes:
We use personal sensitive data for the following purposes:
We will keep certain types of information for different periods of time in line with our retention policy, as shown below
|Data Process||Data Type||Retention||Justification|
|Incident - No medical intervention (*)||Personal & Sensitive||Until the young person is 21 or 3 years whichever is the greater||Legal claims raised against the incident|
|Adult Information Form||Personal & Sensitive
|12 months or until approval checks and interview and appointment are complete, whichever is the shortest||Required to assist in the appointment process|
|Identity checking Form||Personal||Until ID data has been submitted to DBS/PVG and the vetting process is complete||Required to verify that the identity has been checked.|
|Events||Personal & Sensitive
|2 months after event (unless specific permission is given for it to be held longer)||Required for enquiries on the event and responding to incidents|
|Safeguarding||n/a. See TSA Safeguarding Policy||The retention of safeguarding data is handled by the Scouts UK headquarters as part of the safeguarding procedures and no data should be retained locally.
This should be in line with the Scouts 'Young People First'; District Commissioner Procedures
|Training records||Personal||2 months after attendance at training events or as soon as compass is updated, whichever is the shortest.||Required for course and record management|
|Appointment Review Forms||Personal||To the next Appointment review date, maximum of five years.||Required to inform line managers that targets are set and training completed|
|Appointments Advisory Committee notes||Personal||18 months||Required to review any training needs of adult volunteers|
|Individual Givers||Personal||1 Year||1 Year|
|Gift aid declaration||6 Years after donation||HMRC Tax Audit|
|Individuals/ organisations booking our facilities||Personal||1 Year||Required for enquiries on purchases and account|
|Transactional||6 Years after purchase or duration of warranty period, whichever is longest||HMRC Tax Audit or warranty period|
We will normally only share personal information with adult volunteers holding an appointment in the Long Eaton District
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for Long Eaton as well as with The Scout Association Headquarters as joint data controllers.
We will however share your personal information with others outside of Long Eaton Scouts where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.
We will never sell your personal information to any third party.
Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh's awards) such nominations would require us to provide contact details to that organisation.
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.
We generally store personal information in the following ways:
In addition adult volunteers will hold some personal data on local spreadsheets/ databases.
Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:
Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.
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 Commissioners Office
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
We may use session cookies to help provide functionality for the site, but these do not store personal information outside of the current browser session.
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact the district secretary