1. Your Personal Data – What Is It?
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 Group's possession. The processing of personal data is governed by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who Are We?
1st Gotherington is a youth charity. 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 a member of The Scout Association (see scouts.org.uk for more information) and as such are not required to be individually registered with the UK Charity Commission.
We hold an Annual General Meeting each year in April, at which members of our charity executive committee (our trustees) are elected. Any parent of a youth member may stand for election, and every parent has the right to attend.
We are based at Gotherington Village Hall, Malleson Road, Gotherington, GL52 9ER.
Our Group Executive Committee is the data controller for the personal information we collect. Any personal data we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors, and funders.
3. How Do We Gather Personal Information?
The majority of the personal information we hold is provided directly by you, or by a parent/legal guardian, either on paper forms or via our online membership systems. For adult members, data may also be provided by third-party agencies such as the Disclosure and Barring Service (DBS). Where a member is under the age of 18, personal information will only be obtained from a parent or guardian.
4. How Do We Process Your Personal Data?
We comply with our obligations under the UK GDPR by keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure; and ensuring appropriate technical measures are in place.
We use personal data for the following purposes:
- To contact members, parents, and guardians regarding meetings and events
- To collect personal and medical information for the protection of individuals in our care
- To respect religious beliefs regarding activities, food, and holidays
- To provide a voluntary service for the benefit of the public in our local area
- To administer membership records
- To fundraise and promote the interests of the Scout Group
- To manage our volunteers
- To maintain accounts and records (including Gift Aid applications)
- To inform you of news, events, activities, and services
5. What Is the Legal Basis for Processing Personal Data?
We only use your personal information where: we need it to comply with a legal obligation; we need it to contact you regarding the day-to-day running of the group; or it is fair to use it in your interests with no disadvantage to you (such as contacting you about Scouting activities and services).
6. How Do We Store Personal Data?
We store personal information securely in digital systems where access is restricted and controlled, primarily via My Membership (The Scout Association's adult membership system) and Scoutworks (youth membership system).
Gift Aid forms are retained for the statutory 7 years required by HMRC.
At events where internet access is unavailable, we may use printed copies of contact and medical information. We minimise paper use and ensure records are securely transferred, stored, and destroyed after the event.
7. Sharing and Transferring Personal Information
We will only normally share personal information within our Scout Group leaders and executive members. We may share your information outside the group where required by law, including with our Scout District and County, The Scout Association and its insurance subsidiary Unity, local authority services, and law enforcement.
If you transfer to another Scout Group or Explorer Scout Unit, we will pass your personal information to them. We will never sell your personal information to any third party for marketing purposes.
We use the following third-party data processors:
- The Scout Association (My Membership, My Learning)
- Seventeen Things Ltd (Scoutworks)
- Drill Software Limited (Website)
- GoCardless Ltd (Payments)
- Microsoft Corporation
We do not use automated decision-making systems. We will not transfer your personal data outside of the UK except where legally required at an overseas event.
8. How Long Do We Keep Your Personal Data?
We retain your full personal information throughout your membership and for one year after you leave. We retain limited records (name, badge, and attendance records) for up to 15 years (or until age 21) for insurance and legal purposes. Gift Aid information is retained for 7 years as required by HMRC.
9. Your Rights and Your Personal Data
Under UK GDPR you have the right to be informed, to access your data, to rectification, to erasure (subject to legal exceptions), to restrict processing, to data portability, to object, and to protection from solely automated decision-making.
To exercise any of these rights, please contact your section leader, our Group Scout Leader, or our Data Protection Lead in the first instance.
10. Further Processing
If we wish to use your personal data for a new purpose not covered by this notice, we will provide a new notice before commencing that processing and seek your consent where required.
11. Contact Details
To exercise your rights, raise a query, or make a complaint, please contact:
1st Gotherington
Gotherington Village Hall, Malleson Road, Gotherington, GL52 9ER
glv@gotheringtonscouts.org.uk
You can also contact the Information Commissioner's Office (ICO): phone 0303 123 1113, website ico.org.uk/global/contact-us, or write to ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Last reviewed: 2nd March 2026