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Swindon Scouts



What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data Swindon North Scout District process and for what purposes. Swindon North Scout District 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 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 Swindon North Scout District.

Who we are

  • Swindon North Scout District are an excepted charity by the Charity Commission for England & Wales.

The Data Controller for Swindon North Scout District is the Executive Committee who are appointed at an Annual General Meeting and are although not legally charity trustees, they hold the same responsibilities and duties as charity trustees. The Chair of the Charity Trustees is Bryan McGaw (bryan.mcgaw@wiltshirescouts.org.uk).

From this point on Swindon North Scout District will be referred to as “we”.

Being a small charity, we are not required to appoint a Data Protection Officer.

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 our online membership system Compass. 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 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.

·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.

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 technical measures are in place to protect personal data.

In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.

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 Swindon North Scout District.
  • ·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 Swindon North Scout District
  • ·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 Swindon North Scout District.
  • ·to respect a person’s religious beliefs with regards to activities, food and holidays

for equal opportunity monitoring and reporting.

Our retention periods

We will keep certain types of information for different periods of time in line with our retention policy. 

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

Sharing your information

Young people and other data subjects

We will normally only share personal information with adult volunteers holding an appointment in the Swindon North Scout District.

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 Swindon North Scout District 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 Swindon North Scout District 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.

How we store your personal data

We generally store personal information in the following ways:

Compass - is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.

Online Scout Manager (OSM) – is the online membership system used by Swindon North District. This system is used for the collection and storage of youth members personal data. This storage can be split into two areas:

  • 1.Explorer and Young Leader members - this system is used for the collection and storage of young person’s personal data.
  • 2.Beaver, Cub and Scout members – this system is used to collect statistical data and does not contain any young person’s personal data.

In addition adult volunteers will hold some personal data on local spreadsheets/databases.

Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:

  • ·Event registration
  • ·Health and contact records forms (for events)
  • ·Events coordination with event organisers

Paper records for events are 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.

Further processing

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.

How we provide this privacy notice

A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.

Your rights

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. 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 redigitally – 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.

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 you your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

  • For more information on Google Analytics cookies, see the official Google Privacy information page.
  • Who to contact
  • If you have any queries relating to this Privacy Notice or our use of your personal data, please contact the District Executive Committee Chair ( chair@swindonnorthscouts.org.uk).

Data Retention Policy


This is the Data Retention Policy of Swindon North Scouts

The purpose of this policy is to specify Swindon North District Scouts’ guidelines for

retaining different types of data and for how long.


This policy covers all data in the possession or control of Swindon North District Scouts regardless of the medium

in or on which those data are held. Where statute or regulation departs from the requirements of this policy, Swindon North District Scouts will comply with the relevant statue or regulation.

This policy may be updated from time to time.


Personal data

Personal data retention is governed by current Data Protection legislation. These data must be kept accurate, up to date and retained for no longer than is necessary for the purpose for which they were obtained.

Detail of retention periods can be found in Annex A – Retention periods.

Lawful purpose for processing

Where personal data is processed using the lawful basis of legitimate interest or consent, the data subject has a number of rights that they can exercise over this data, such as delete or rectify. Communications with these data subjects will need to clearly sign post them to their ability to withdraw this consent or challenge the legitimate interest that has been assessed, this is commonly known as ‘opt out’. Where appropriate the data subject should be informed every 2 years of the consent or legitimate interest being used to process their data with an option to update this preference. A formal retention period for data processing based on consent has not been defined in this policy and is assumed as permanent until the data subject exercises their rights to cease the processing activity. Examples of processing covered by this statement are subscribers to newsletters and photograph


The following retention periods are analysed into the categories of data held within Swindon North District Scouts

ft the organisation.

Members and volunteer’s data

Data Process Data Type Retention Justification
Adult Information Form Personal and Sensitive Data Until member has completed joining process. To keep them informed of their joining status and ensure progress on application.
DBS Application Form Personal and Sensitive Data Until member has completed joining process. To ensure progress on application.
Reference Form Personal and Sensitive Data Until member has completed joining process. To ensure progress on application.
Review Forms Personal and Sensitive Data Until members next review or member leaves resigns from role To ensure progress within role.
Youth Information Forms Personal and Sensitive Data Until member’s information has been transferred to Online Scout Manager. To ensure transfer of data from paper to electronic system is complete.
Online Scout Manager Personal and Sensitive Data Until member leaves or transfers to adult membership. To ensure contact, award and progression details are available

Event registrants

Data Process Data Type Retention Justification
Ad-hoc events Personal and Sensitive Data. 2 months after event Required for enquiries on

the event and responding

to incidents.

International events Personal and Sensitive Data. 2 months after event. Required for enquiries on

the event and responding

to incidents.

Heritage archives

Data Process Data Type Retention Justification
Heritage Collection Personal Data. Permanent Required for historical, research and statistical purposes.

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