What is this privacy notice/policy?
This Data Privacy Notice/Policy describes the categories of personal data Grenoside Scout & Guide Group process and for what purposes. Grenoside Scout & Guide Group are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR. This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with Grenoside Scout & Guide Group.
Who we are
Grenoside Scout & Guide Group Joint Management Committee manages the jointly owned headquarters and joint affairs of 14th Sheffield (Grenoside) Scout Group and 131st Sheffield (Grenoside) Guide Group, both of which are registered charities with the Charity Commission for England & Wales; charity numbers registered charities numbers 1179865 & 1005389 respectively. The Data Controller for Grenoside Scout & Guide Group is the Joint Management Committee. The Chair of the Committee is Mr. Paul Mercer who can be contacted by emailing email@example.com. From this point on, Grenoside Scout and Guide Group may be referred to as “we”.
The data we may process
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 online forms. 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:
- Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
- Date of birth – so that we can ensure any enquiry is passed to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting and Guiding.
- Gender – so that we can address individuals correctly and accommodate for any specific needs.
- Emergency contact information – so that we are able to contact someone in the event of an emergency.
- Tax status information – so that we are able to collect gift aid from HMRC where donations are made.
The lawful basis we process your data by
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 measures are in place to protect personal data. We do not collect sensitive (special category) data.
We use personal data for the following purposes:
- to request help or provide information about meetings, activities and events
- to fundraise and promote the interests of Scouting and Guiding
- 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 being run or attended by Grenoside Scout & Guide Group.
- to ensure and evidence your suitability if volunteering for a role with us
Retention of data
We only keep information we feel necessary. Information on our mailing list may be kept until you request to be unsubscribed. Gift Aid records will be kept for 6 years after the most recent donation we claimed Gift Aid on. Other information with be retained for a maximum of 7 years.
Sharing your information
We will only share your personal data with other adults within our group as necessary, where there is a legitimate reason to do so. For example, enquiries about joining will be shared with the relevant section leader, HQ hire enquiries will be shared with our booking secretary, Gift Aid details will be shared with our treasurer. We will never sell your personal information to any third party.
How we store your personal data
We generally store personal information in the following ways:
- Digitally, eg. emails, spreadsheets or databases on password protected devices.
- Printed records and data – paper is sometimes used to capture and retain some data for example:
- Gift Aid administration
- Event registration and bookings
- HQ private rental bookings
- Events co-ordination with event organisers
- Raffle or lottery entries
Paper records for events may 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.
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 Commissioner’s Office (www.ico.org.uk).
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
- The right to be informed – you have a right to know how your data will be used by us.
- The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
- The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing.
- The right to erasure – this means that you have the right to request that we delete any personal data we have about you.
- The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
- The right to data portability – this means that if you ask us, we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
- The right to object – you can object to the ways your data is being used.
Forms related cookies: When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember your user details for future correspondence.
Who to contact
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by emailing our Secretary at firstname.lastname@example.org
Version number and date of the last review
1.1 – 11/05/2023
Grenoside Scout & Guide Group HQ
Salt Box Lane