12th Wallasey Scout Group

Privacy Policy

The 12th Wallasey Scout Group works to accord with the Scout Association Policies on Data Protection in that we take the issue of privacy very seriously and are committed to protecting and respecting our users' privacy both online and offline. This Privacy Statement sets out our current data processing practices and should be read in conjunction with the Scout Association terms and conditions of membership. If you have any queries or concerns regarding these practices, please contact us at group@12thwallasey.org


12th Wallasey Scout Group operates in accordance with the Data Protection Act 1998 and in line with The Scout Association Policies and best practice.


This privacy notice tells you what to expect when 12th Walalsey Scout Gorup collects personal information and it applies to information about:

  • Visitors to our websites
  • Use of Cookies by 12th Wallasey Scout Group
  • Online Forms
  • Online Security & Performance
  • Contact by Social Media
  • Telephone Calls to 12th Wallasey Scout Group
  • Emails sent to 12th Wallasey Scout Group
  • Complaint Handling
  • Consent to Hold and Process Information
  • The Information We Hold
  • ICO & Data Protection Act 1998
  • Your Rights
  • Complaints or Queries
  • Access and Disclosure of Personal Information
  • Links to other websites
  • Changes to this Privacy Policy

VISITORS TO OUR WEBSITE

When someone visits www.12thwallasey.co.uk we use a third party services, Google Analytics and Yola, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

USE OF COOKIES BY 12TH WALLASEY

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Our cookies policy explains the cookies we use and why.

HOW DO I CHANGE MY COOKIE SETTINGS?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

ONLINE FORMS

We collect information using online forms as a secure and simple way of gathering information we need, which may be full details required for a young person's membership with the group, or for attendance and interests in events and activities. This information comes directly to designated email accounts held with 12th Wallasey Scout Group and is processed solely in accordance with meeting the requirements of The Scout Association policies and procedures. All personal information is retained in line with the Data Protection Act 1998, and is only retained and used for the purpose intended. At no time is this information shared with third parties.  The only time information will be shared is by order of a Court and for Security, in which case we reserve the right to communicate a Member's personal information as we hold it to third parties who are empowered by regulation, statute or order of a court.

SECURITY AND PERFORMANCE

12th Wallasey Scout Group uses YOLA to host its web services which maintains the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the website.

PEOPLE WHO CONTACT US VIA SOCIAL MEDIA

We do not use any third party providers to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by the host provider, and will be deleted once answered or after a period not longer than three months. This information will not be shared with any other organisations.

PEOPLE WHO CONTACT US BY PHONE

When you call any of the adult members at 12th Wallasey Scout Group we may collect Calling Line Identification (CLI) or Caller ID information depending on the set up each adult member has with their home or mobile devices. We use this information to help improve security, as well as service efficiency and effectiveness in our being able to return calls to you.

PEOPLE WHO EMAIL US

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send to any @12thwallasey.org email address is within the bounds of the law.

PEOPLE WHO MAKE A COMPLAINT TO US

All complaints are handled in accordance with the Scout Associations Policies and Procedures. When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.  We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. If this is the case, we will communicate with you to see how we can resolve things.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

CONSENT TO HOLD & PROCESS INFORMATION

Consent is a lawful means by which we can capture, process or transfer data. The 12th Wallasey Scout Group requests for information and data ownership are justified by the obligations we undertake as volunteers, who are responsible for young members whilst they are in our care during weekly meetings, events and or activities.  Without your consent, we would find it difficult to meet our obligations by law, and some examples of why we need you to consider given your consent include:

  • To ensure the health and safety of your child are met, in that we have the most up to date personal contact and health information details in case of an emergency during a scouting activity.
  • To notify you of weekly programme updates taking place, or last minute cancellations. 
  • To send you details of activities and events taking place for Young Members.
  • To keep you as members of the Scout Group Council informed about the Group news and upcoming events

When we ask for your consent we are doing so as the parent responsible for the Young Person (under the age of 18)  who is a member of the 12th Wallasey Scout Group, and as their parent or guardian you automatically become a member of the Scout Group Council.  Our statement of consent is therefore contained on our Young Person Information Form, which needs to be completed by all parents of young members in accordance with Scout Association Policies and Procedures.  We will gather your consent once using the online Young Person Information Form, which may be periodically updated and re-requested.  This initial request and consent will cover all personal data captured, processed or transferred throughout the period of your child's membership with the 12th Wallasey Scout Group.  

You will be free to opt of out and withdraw your consent at any time. Where consent is required by a data subject under the age of 18, parental consent must be obtained and cannot be provided by the Young Person.  We will therefore in cases where consent is not given work with individuals to find a solution.

THE INFORMATION WE HOLD

What data are we gathering

We will gather Personal Data on our Young Members, their parents and other emergency contacts associated with each Young Member that will include:

  • Titles
  • Names
  • Nickname (Known as Name)
  • Date of Birth (Young Members Only)
  • Address(es)
  • Nationality
  • Ethnicity
  • Religion
  • Gender
  • School/College of the Young Member
  • Telephone number(s) of Parents, Guardians and Emergency Contacts
  • E-mail address(es) of Parents, Guardians and Emergency Contacts
  • Medical Details, including Doctors/Specialists details; Health Information such as dietary needs and medical treatments
  • Additional Needs, Support and Disabilities
  • Additional Hobbies, Interests of Young Members (to establish links with Young Members Scouting awards and the programme delivered by the Group)
  • Swimming Capabilities (do determine the Young Member's capabilities)
  • Parents Occupation (voluntary - to determine links with the Group in areas of interest for volunteering or support with activties)
  • Parents Hobbies & Interests (voluntary - to determine links with the Group in areas of interest for volunteering or support with activities)
  • Gift Aid Statement & Declaration (voluntary - assists the Group funding if all parents who are eligible sign up to Gift Aid their subscriptions and other donations)
  • Parents Social Media User Names: Facebook, Twitter, Google+ (voluntary - this helps us to identify any persons making enquiries or posts on our own Group platforms as being genuine members of the Group)
  • Photography and Video consent for Young Members

We are collecting the data detailed above through our online Young Persons Information Form as it is our duty to have sufficient information to safeguard and protect all of our Young Members during weekly meetings, and whilst at events or away on activities whilst they are in our care. This is a basic requirement and is in accordance with rules laid out by The Scout Association.  Some of the information we request is to assist with our monitoring the Group's and The Scout Associations diversity and equality, for which we gather statistical data, and share only numbers with The Scout Association. Where we as a Group have added to the information we collect and store, we have explained in brackets that this is voluntary, and our reasons for gathering the additional information.

We use this information in various forms throughout the duration each young person is a member with the Group. This information is submitted via secure online forms directly to the 12th Wallasey Scout Group, where it is stored on: 1. Secure email servers for easy access in the event of an emergency during events or activities; 2. It is transferred onto a third party Scout Group Management system known as Online Scout Manager (OSM) who have published their Security and GDPR details; 3. It is stored within a secure cloud accessible only be members of the Group leadership team who have a legitimate right access this information: 4. If details of this information are printed for back up purposes whilst we are in attendance at events then all paper copies are shredded/burned to ensure they are disposed of securely. 

We only hold data for as long as it is required and in accordance with the guidance and requirements of The Scout Association.

Only members of the Scout Group, who have been authorised by the data controller and cleared through the adult volunteer vetting process set out by The Scout Association appointment process will have access to any personal data held.  Young members data will not be shared with anybody outside of the 12th Wallasey Scout Group, unless we are required by law, or by Scout Association Governance, to do so.

Any contact made with you through the use of the data we hold will be for the legitimate purposes relating to the activities of the Scout Group and the membership of all your members:

Under data protection law, individuals have a number of rights in relation to their personal data.


(a) The right to information: As a data controller, we must give you a certain amount of information about how we collect and process information about you. This information needs to be concise, transparent, understandable and accessible.


(b) The right of subject access: If you want a copy of the personal data we hold about you, you have the right to make a subject access request (SAR) and get a copy of that information within 30 days.

(c) The right to rectification: You have the right to ask us, as data controller, to correct mistakes in the personal data we hold about you.


(d) The right to erasure (right to be forgotten): You can ask us to delete your personal data if it is no longer needed for its original purpose, or if you have given us permission to process it and you withdraw that permission (or where there is no other lawful basis for processing it).


(e) The right to restrict processing: In certain circumstances where, for lawful or legitimate purposes we cannot delete your relevant personal information or if you do not want us to delete it, we can continue to store it for restricted purposes. This is an absolute right unless we have a lawful purpose to have it that overwrites your rights.


(f) The obligation to notify relevant third parties: If we have shared information with other people or organisations, and you then ask us to do either (c), (d) or (e) above, as data controller we must tell the other person or organisation (unless this is impossible or involves effort that is out of proportion to the matter).


(g) The right to data portability: This allows you to transfer your personal data from one data controller to another.


(h) The right to object: You have a right to object to us processing your personal data for certain reasons, as well as the right to object to processing carried out for profiling or direct marketing.

(i) The right to not be evaluated on the basis of automatic processing: You have the right not to be affected by decisions based only on automated processing which may significantly affect you.


(j) The right to bring class actions: You have the right to be collectively represented by not-for-profitorganisations.


ICO REGISTRATION & DATA PROTECTION ACT 1998

12th Wallasey Scout Group is not exempt from needing to register with the Information Commissioner's Office (ICO).

However, it is important to note that in accordance with ICO guidelines we adhere to the principles of the General Data Protection Regulations and operate best practice for managing information in accordance with their guidelines and those of The Scout Association. 

When we request information we make it clear why the provision of information is required by law and where it is voluntary or mandatory.

12th Wallasey Scout Group is the data controller for all of the information you provide unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at group@12thwallasey.org

YOUR RIGHTS

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

COMPLAINTS OR QUERIES

All complaints are handled in accordance with the Scout Associations Policies and Procedures. When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.


We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. If this is the case, we will communicate with you to see how we can resolve things.


We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

12th Wallasey Scout Group works hard to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice has been drafted with information directly obtained from the Information Commissioners Office own policies, as well as from The Scout Association, and makes every effort to cover all aspects of 12th Wallasey Scout Group's data collection and use of personal information practices.

If you want to make a complaint about the way we have processed your personal information, we would ask you in the first instance to contact the Group Scout Leader, or the District Commissioner. This does not affect your rights to go directly to The Scout Association or The Information Commissioner's.

ACCESS TO PERSONAL INFORMATION

12th Wallasey Scout Group tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to 12th Wallasey Scout Group for any personal information we may hold you need to put the request in writing addressing it to our Group Scout Leader, who is responsible, along with the Group Executive Committee for our Information Governance, or by writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us directly.

DISCLOSURE OF PERSONAL INFORMATION

In almost all circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. We may also sometimes need to share information, for example, if the police want information in connection with a criminal investigation, or in an event where your health might be at risk, so where we are legally obliged to do so.

You have certain rights in situations where information might be shared, which you can read about on the Information Commissioner Office website at: https://ico.org.uk/for-the-public/personal-information/sharing-my-info/

LINKS TO OTHER WEBSITES

This privacy notice does not cover any links within this website linking to other websites, or to any other parties which may be linked in our communications with you. We encourage you to read the privacy statements on the other websites you visit.

CHANGES TO THIS PRIVACY NOTICE

We keep our privacy notice under regular review. This privacy notice was last updated on 25 May 2018.

HOW TO CONTACT US

If you want to request information about our privacy policy you can email us or write to:

Information Governance Enquiry

12th Wallasey Scout Group

Group Scout Leader

Serpentine Road Family Church

Wallasey

Merseyside 

CH44 0AA