Data we collect and store.
We collect and store personal data, including sensitive personal data, about youth members (Beavers, Cubs, Scouts and Explorers), the parents/guardians or those youth members, our scout leaders, and other volunteers (hereafter referred to as you or your). Information we may hold includes the following:
- Name and contact details
- Date of birth/age
- Details of any health conditions
- Race or ethnic background and nationality
Why do we collect this information.
We use the personal information we collect to communicate with our members, the parents/guardians of our youth members, and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you, both during your membership and afterwards, due to our safeguarding responsibilities and to help us if you leave or re-join. In addition, we may collect data for the registration of events such as, for example, nights away, which is commonly sensitive, personal data. This is necessary to allow us to provide the appropriate care for members whilst under our supervision.
The list of activities we carry out as part of Scouting that may require the use of personal data include, but are not limited to:
- Providing voluntary services for the benefit of the public
- Manage our volunteers
- Manage our membership records
- Update you on events
- Conduct surveys on our performance
- Financial accounting
- Fundraise for the Scout Group
How long do we hold your data for.
We may keep information for different periods of time for different purposes as required by law or best practice.
We keep minimal membership information both throughout and after membership. We keep the data of members after they have left the 1st The Hague Scout Group to ensure continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to the safeguarding young people. In the absence of any request, data will be transferred to an ‘ex-members’ holding area and will be retained for up to 18 months from the date of the last Enrolment Form and then removed. “Removal” of data in this case means that all personal data will be deleted from the Online Scout Manage system and only a name will be retained.
Where data is stored
That data we collect is primarily stored in two database system, The UK Scouting Associations Compass system, and Online Scout Manager (OSM).
Compass is owned and managed by the UK Scouting Association. We use it as our primary database for data pertaining to our adult members and volunteers and for the following processes relating to those members:
- Managing personal and contact information.
- Maintaining records on roles held, training completed, reviews due, disclosures issued, and permits held.
- Completing an annual census of members.
Information on the UK Scouting Associations approach to data protection is available on their website
OSM is developed and managed by Online Youth Manager Ltd. in the UK. We use it as our primary database for data pertaining to our youth members (Beavers, Cubs, Scouts and Explorers) and their parents/guardians, and for the following processes relating to youth members:
- Maintaining personal and contact information of youth Members and their parents/guardians.
- Maintaining joining lists and registers of interest
- Monitoring attendance and progress towards badges and awards
- Completing the annual census return of members
Online Youth Manager Ltd approach to GDPR and security area available on their website
In addition to the above systems, your personal data may also be stored:
- as paper records maintained in a secure location,
- in e-mail systems
- or as electronic documents stored on secure external and shared drives.