Privacy

This Data Privacy Notice/Policy describes the categories of personal data 6^th Sevenoaks Kemsing Scout ¹ process and for what purposes. 6^TH Sevenoaks kemsing Scout group ¹ 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 European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR².

The Data Controller for 6^th Sevenoaks kemsing Scout group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees⁴.

From this point on 6^th Sevenoaks Kemsing Scout group will be referred to as “we”.

Our membership officer is also our data protection lead and can be contacted at membership@kemsingscouts.org.uk.

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 young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.

- 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.

- Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks.

- Bank account details for payments, payroll information and tax status information - so that we are able to collect gift aid from HMRC where donations are made.

- training records - so that members can track their progression through the Scout programme or adult training scheme.

- Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.

- Health records - so that we can make suitable arrangements based on members medical needs.

- Criminal records checks - to ensure Scouting is a safe space for young people and adults.

We use personal data for the following purposes:

• ·to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 6^th Sevenoaks Kemsing Scout group
• ·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
• ·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 6^th Sevenoaks Kemsing Scout group
• ·to ensure and evidence your suitability if volunteering for a role in Scouting
• ·to contact your next of kin in the event of an emergency
• ·to ensure you have and maintain the correct qualifications and skills.

We use personal sensitive (special) data for the following purposes:

• ·for the protection of a person’s health and safety whilst in the care of 6^th Sevenoaks Kemsing Scout group
• ·to respect a person’s religious beliefs with regards to activities, food and holidays

for equal opportunity monitoring and reporting.

We will retain your personal information throughout the time you/your child(ren) are a member of 6^th Sevenoaks kemsing Scout group

We will keep any Gift Aid claim information for seven years as required by HMRC.

The Scout Association’s Data Protection Policy can be found here and the Data Privacy Notice here.

We will normally only share personal information with adult volunteers holding an appointment in the 6^th Sevenoaks Kemsing Scout group or for the specific running of an event a young person is interested in attending such as those organised by Sevenoaks District Scouts and Kent County Scouts

Adult volunteers

We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the 6^th Sevenoaks Kemsing Scout group as well as with The Scout Association Headquarters as data controllers in common.

All data subjects

We will however share your personal information with others outside of 6^th Sevenoaks Kemsing Scout group 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 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.

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. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.
• ·The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.
• ·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.

Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input, it’s highly unlikely that this will be used by us.