This policy explains what personal information 1st Gotherington Scout Group collects, why we need it, how we keep it safe and what your rights are. It applies to our young people (Squirrels, Beavers, Cubs and Scouts, aged 4–14), their parents and carers, our volunteers, and anyone else who gets in touch with us, such as supporters and donors. We use personal data fairly and in line with the UK GDPR, the Data Protection Act 2018 and Scouts POR 2a.3.
Who we are
- 1st Gotherington Scouts is a Scout Group meeting at Gotherington Village Hall, Malleson Road, Gotherington, GL52 9ER. We are an excepted charity.
- The Group is the data controller. Our Trustee Board, appointed at our Annual General Meeting, is responsible for how we use personal data. The Chair of the Trustee Board is Rosie Collier, contactable via our website.
- Our Data Lead is the Group Lead Volunteer, who looks after data protection day to day and supports the Trustee Board.
The information we collect
Most information is given to us directly by you, or by the parents or carers of young people, on paper, digitally or through our membership system. For anyone under 18, we only take this information from a parent or carer. We may collect:
- Contact details (name, address, phone numbers, email) – so we can keep in touch.
- Date of birth and gender – so young people join the right section for their age, and so we address people correctly and meet any specific needs.
- Emergency contacts – so we can reach someone if there is an emergency.
- Health and medical information (including allergies, medication and dietary needs) – so we can look after people safely.
- Ethnicity, religion or cultural needs – so we can make suitable arrangements (for example food and activities).
- Badge, award and attendance records – so young people can track their progress through the programme.
- Payment information (subs, event payments and volunteer expenses) – so we can manage our finances.
- Gift Aid declarations – so we can claim Gift Aid from HMRC on donations.
- Photos and videos – taken at meetings and events, with consent (see below).
- Adult volunteer vetting (including Disclosure and Barring Service (DBS) checks), appointments and training records are held nationally by The Scout Association in My Membership and My Learning. The Scout Association is a separate data controller for this information. We do not employ any staff.
Why we use it and our lawful basis
We generally process personal data on the basis of legitimate interests when it relates to young people, and on the basis of performing a contract when it relates to adult volunteers. We may also process special category data, such as health information, where necessary for the legitimate activities of the association, in accordance with applicable data protection law.
We use personal data to:
- run our weekly meetings, activities, events and nights away safely
- keep membership records and track badges and awards
- tell members, parents, carers and volunteers about meetings, events, news and activities
- manage our volunteers and make sure they have the right training and checks
- contact next of kin in an emergency
- manage subs, payments, expenses, fundraising and our accounts (including Gift Aid)
- protect people's health and safety, respect religious and cultural needs, and support equal opportunities monitoring.
Photos: we ask parents and carers for explicit consent for photos where a young person is the focus of the shot. At large events where this is not practical, we may rely on legitimate interests and will make it clear photos are being taken. You can withdraw photo consent at any time.
Where we keep it
- Scoutworks – our digital membership platform for young people, parents/carers and volunteers, including badges, events, emails, payments/subs and expenses. Scoutworks privacy notice.
- The Scout Association (My Membership / My Learning) – adult volunteer membership, vetting and training records, held nationally.
- Microsoft 365 (Outlook) – Group email accounts.
- WhatsApp – a private group for parent updates and photos. Only parents/carers and volunteers who are invited can see it, and members can leave at any time.
- Our website – hosted by Scout Pages Ltd, details of information collected can be found via their privacy policy.
- Paper records – only where needed, for example health and contact forms for events and nights away, where internet access may not be available. We keep paper to a minimum and store it securely.
Only volunteers who need it for their role have access. Accounts are password-protected with two-factor authentication enabled.
Sharing your information
- We normally only share young people's and parents' information with volunteers holding an appointment in our Group, and only what they need.
- Adult volunteers' information is shared with the Scouts line management structure and with The Scout Association Headquarters (a separate data controller).
- We use trusted service providers (listed above) and seek assurances that they keep your data confidential and comply with data protection law.
- We may share information where we have a legal obligation or need to keep someone safe, for example with The Scout Association, its insurer Unity Insurance Services, the local authority, emergency services or the police.
- We may disclose personal information where required or authorised by law, including in response to a lawful request from the police or another public authority, or where necessary for a criminal investigation or legal proceedings.
- If we nominate someone for an award, we may share contact and nomination details with the awarding organisation.
- We will never sell your personal information.
How long we keep it
We only keep personal data for as long as we need it, in line with our Data Retention Policy. The Scout Association's own policies are on scouts.org.uk.
Safeguarding
Safeguarding concerns are reported to the Scouts UK Headquarters Safeguarding Team, in line with the Yellow Card. Safeguarding records are held by The Scout Association, not by the Group.
Your rights
Unless an exemption applies, you have the right to:
- be told how we use your data, and see a copy of it (a subject access request)
- have inaccurate or missing data corrected, or ask us to delete it (some information may need to be kept for legal reasons)
- ask us to restrict or object to how we use your data, including withdrawing consent (for example for photos)
- receive your data in a digital format (data portability), and not be subject to decisions made only by automated means (we do not do this).
To use any of these rights, contact us. We will respond within one month.
Data breaches
If personal data is lost, shared by mistake or accessed without permission, volunteers must tell the Data Lead straight away. The Data Lead will record it, inform the Trustee Board, limit any harm, and report it to the ICO within 72 hours where required. We will tell anyone affected if there is a high risk to them.
Contact, complaints and review
- If you have a question or concern about how we use your data, please contact the Data Lead (Group Lead Volunteer) via our contact page.
- We will acknowledge complaints within 30 days. If you are not happy with our response, you can complain to the Information Commissioner's Office: www.ico.org.uk.
- As a not-for-profit with no CCTV, we are generally exempt from the ICO data protection fee.
- This policy is on our website (paper copy on request). We will update it, and tell you, before using your data for any new purpose. The Trustee Board reviews it every year. Version 1.0, approved 2nd November 2026.