{"id":99,"date":"2020-01-01T18:49:04","date_gmt":"2020-01-01T18:49:04","guid":{"rendered":"https:\/\/44thcolchester.org.uk\/?page_id=99"},"modified":"2021-04-01T14:13:40","modified_gmt":"2021-04-01T14:13:40","slug":"privacy","status":"publish","type":"page","link":"https:\/\/44thcolchester.org.uk\/?page_id=99","title":{"rendered":"Privacy"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Privacy Notice (How we use personal information)<\/h2>\n\n\n\n<h2 class=\"wp-block-heading\">Introduction<\/h2>\n\n\n\n<p>The 44<sup>th<\/sup> Colchester\nScout Group takes the issue of privacy very seriously and is committed to\nprotecting and respecting the personal information supplied to us.&nbsp; <\/p>\n\n\n\n<p>This privacy notice covers data\nprocessing activity undertaken within 44<sup>th<\/sup> Colchester Scout Group\n(the Group).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Data Controller<\/h2>\n\n\n\n<p>The Data Controller for the Scout\nGroup is the Group Executive Committee, who also discharge the responsibilities\nof Data Protection Officer.<\/p>\n\n\n\n<p>If you have any queries or\nconcerns regarding these dutiesyou should contact us at <a href=\"mailto:gsl@44thcolchester.org.uk\">gsl@44thcolchester.org.uk<\/a> or <a href=\"mailto:chairman@wivenhoescouts.org.uk\">chairman@44colchester.org.uk<\/a> <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The categories of personal information that we collect, hold and share\ninclude:<\/h2>\n\n\n\n<ul><li><strong>Prospective\nYoung Members<\/strong><ul><li>Data\ncollected includes name, date of birth, address and contact details<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Parent \/\nGuardian for Prospective Young Members<\/strong><ul><li>Data\ncollected includes name and contact details<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Young\nMembers<\/strong><ul><li>Data\ncollected includes some or all of the following: names, date of birth,\nnationality, ethnicity, religion, disabilities, health and dietary issues,\naddress, contact details, National Health number, relationships with other\npeople (including family and health professionals), and history within the\nScouting (including attendance and badge achievements)<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Parent \/\nGuardian for Young Members<\/strong><ul><li>Data\ncollected includes some or all of the following: names, date of birth, address,\ncontact details, relationship to the young person, Gift Aid Information, bank\naccount information (where the parent \/ guardian opts to enable Online Scout\nManager to collect termly fees and activity fees using this payment channel.)<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Adult Volunteers<\/strong><ul><li>Data\ncollected includes some or all of the following: names, date of birth,\nnationality, ethnicity, religion, disabilities, health and dietary issues,\naddress, contact details, National Health number, occupation, relationships\nwith other people (including family and health professionals), and Scouting\nhistory<\/li><\/ul><ul><li>Identification\nevidence details, used purely for the purpose of DBS checks<\/li><\/ul><\/li><\/ul>\n\n\n\n<p>For the purpose of this document:<\/p>\n\n\n\n<p><strong>Prospective Young Members<\/strong>\ninclude any young person who has indicated they wish to join a Scouting Young\nsection (Beaver Scouts, Cub Scouts, Scouts, Explorer Scouts), either directly\nor through their parent \/ guardian.&nbsp; The\nrecord for a prospective Young member will also include parent \/ guardian name\nand contact details<\/p>\n\n\n\n<p><strong>Parent \/ Guardian for\nProspective Young Members<\/strong> is the adult who advises the group that a child\nin their care is interested in joining Scouting<\/p>\n\n\n\n<p><strong>Young Members<\/strong>\ninclude all young people who attend and participate in the programme provided\nby the 44<sup>th<\/sup> Colchester Scout Group Beaver Scout, Cub Scout and Scout\nsections.<\/p>\n\n\n\n<p><strong>Parent \/ Guardian for\nYoung Members<\/strong> is the adults(s) who are responsible for the young person who\nattends a section of 44<sup>th<\/sup> Colchester Scout Group<\/p>\n\n\n\n<p><strong>Adult Volunteers<\/strong>\ninclude all adults who have a role in Scouting including, but not restricted\nto: Group Scout Leader, Assistant Group Scout Leader, Section Leaders,\nAssistant Section Leaders, Section Assistants, Skills Instructors, Occasional\nHelpers, members of the Executive Committee. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why we collect and use this information<\/h2>\n\n\n\n<p>We use information on Prospective Young\nMembers to manage our waiting list and provide young people with opportunities\nto join a Scouting youth section.&nbsp; The\nParent \/ Guardian for Prospective Young Members details are collected to enable\nus to offer Scouting opportunities, whenever they become available within the\nGroup. <\/p>\n\n\n\n<p>We collect information about Adult\nVolunteers, Young Members and Parent\/Guardian of Young Members, so that we can\nsafely deliver scouting within the Group, each section, i.e. Beaver Scouts, Cub\nScouts, Scouts and Explorers.&nbsp; <\/p>\n\n\n\n<p>Each section in the Group has a\nFacebook page, which is accessed by a closed membership Group.&nbsp; Photographs and feedback relating to\nprogramme activities, news and events will be posted here.&nbsp; In line with Facebook functionality group\nmembers will also be able to access, comment on and post to the page.<\/p>\n\n\n\n<p>Similarly specific events, such as\nSummer Camp, can also have a Facebook page, which is accessed by a closed\nmembership Group, may have their own Facebook page.&nbsp; Photographs and feedback relating to\nprogramme activities, news and events will be posted here.&nbsp; In line with Facebook functionality group\nmembers will also be able to access, comment on and post to the page.&nbsp; <\/p>\n\n\n\n<p>The Group Executive Committee,\nDistrict Scout Council, County Scout Council and National organisers will need\nto hold basic aggregated demographic information about the young people and our\nadult volunteers.&nbsp; This is in order to\nallow us to support Scouting in Colchester, at District and National level.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The lawful basis on which we use this information<\/h2>\n\n\n\n<p>We consider\nyour consent to be given, under Article 9(2)(a) when you complete and return\nany documentation we send to you. This can include data capture forms when a\nnew member joins the Group, Nights Away Activity Information Forms, or One Day\nActivity Information Forms. It will also include verbal consent.&nbsp;&nbsp; <\/p>\n\n\n\n<p>The\nprocessing of medical records and religion for a Young Person however is on the\nbasis of Article 9(2)(c) legitimate interests:<\/p>\n\n\n\n<ul><li>Collection\nof Young People\u2019s medical records is necessary for the protection of that Young\nPerson whilst in the care of the Scout Group.<\/li><li>Collection\nof Young People\u2019s religion is necessary to respect their beliefs with regards\nto activities, food and holidays<\/li><\/ul>\n\n\n\n<p>For Adult\nVolunteers the collection of data is necessary for the purposes of disclosure\nchecks and safeguarding Article 6(1)(d) and is based on the Data Subject\nsharing information under Article 9(2)(e), a legal obligation Article 6(1)(c).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Storing personal data<\/h2>\n\n\n\n<p>We hold pupil data in hard copy or electronic format as\nfollows:<\/p>\n\n\n\n<ul><li><strong>Prospective\nYoung Members<\/strong><ul><li>The\ndata collected will be held on Online Scout Manager, our online membership\nmanagement system.&nbsp; This forms the\nprimary record for the prospective member.<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Parent \/\nGuardian for Prospective Young Members<\/strong><ul><li>The\ndata collected will be held on Online Scout Manager, our online membership\nmanagement system.&nbsp; This forms part of\nthe primary record for a prospective member.<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Young\nMembers<\/strong><ul><li>The\ndata collected will be held on Online Scout Manager, our online membership\nmanagement system( a bespoke application for the management of Scout group membership,\nbadges, event participation, billing) <\/li><\/ul><ul><li>For\ncamps, events and activities, personal information will be held in physical\n(paper) records, held by the event leadership<\/li><\/ul><ul><li>Names\nmay be held by adult supporters on their home computers for event administration,\nmaintaining financial records of the Group<\/li><\/ul><ul><li>Section\nFacebook pages hold photographs, comments relating to the section and its\nmembers.&nbsp; The administrator will review\nall postings to ensure they are in line with Scout Association guidelines<\/li><\/ul><ul><li>Event\nspecific Facebook pages hold photographs, comments relating to the section and\nits members.&nbsp; The administrator will\nreview all postings to ensure they are in line with Scout Association\nguidelines<\/li><\/ul><ul><li>In\nsome instances where the event is national or county organised, information\nmight be collected and stored via an online portal.&nbsp; Here the information would be provided\ndirectly by the parent \/ guardian concerned or you would be advised of a change\nto our data processing and consent obtained.<\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Parent \/\nGuardian for Young Members<\/strong><ul><li>The\ndata collected will be held on Online Scout Manager, our online membership\nmanagement system( a bespoke application for the management of Scout group\nmembership,f badges, event participation, billing) <\/li><\/ul><\/li><\/ul>\n\n\n\n<ul><li><strong>Adult\nVolunteers<\/strong><ul><li>In\nCompass; the Scout Association\u2019s membership database.<\/li><\/ul><ul><li>In\nAtlantic Data for the purpose of completing DBS checks<\/li><\/ul><\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">How long do we retain the data for?&nbsp; <\/h2>\n\n\n\n<p>We will\nretain your data for as long as the Data Subject remains a part of the Group\n(young person or adult volunteer) or wishes to remain on the waiting list. When\nthe Data Subject leaves or has indicated they no longer wish to remain on the\nwaiting list we will delete it in accordance with our retention policy.&nbsp; <\/p>\n\n\n\n<p>Paper event and activity forms are shredded once the event\nis complete and the event closedown is complete.<\/p>\n\n\n\n<p>Section Facebook pages generally retain their timeline, but\nwill be periodically cleansed or cleansed upon request or by the action of a\nmember.&nbsp; Information may be removed, but\nis subject to Facebook Terms and Conditions<\/p>\n\n\n\n<p>Event specific Facebook pages, are cleared down after five\nyears.&nbsp; While information may be removed,\nit is subject to Facebook Terms and Conditions <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who will have access to personal information<\/h2>\n\n\n\n<p>The members\nof the leadership team and the Executive Committee will hold this information.\nThe Executive Committee, the Group Scout Leader and Section Leaders may need to\naccess this data in their role of Charity Trustees for the Group.<\/p>\n\n\n\n<p>Access to Online Scout Manager is managed by an\nadministrator, who performs quarterly recertification of privileged users and\nhalf yearly revalidation of all users.&nbsp;\nAccess is role based and applies the principle of least privilege.<\/p>\n\n\n\n<p>Access to Facebook pages are managed by a designated\nadministrator for each page.&nbsp; They are\nresponsible for ensuring the membership who can access the site remains current\nand that data is cleared down in line with data retention guidelines.<\/p>\n\n\n\n<p>Paper event, activity or nights away forms are held by the camp\nleader.&nbsp; They may be accessed by other\nleaders during the duration of the event for welfare purposes. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who we share personal information with<\/h2>\n\n\n\n<p>The\nGroup is part of Colchester North District Scout Council, (the District) and Essex\nCounty Scout Council, (the County). The Group will periodically join in events\nthat are run by the District or the County. In these cases, the expectation is\nthat the organisers will collect personal information using their own activity\nforms, for the purpose of the event only. &nbsp;&nbsp;<\/p>\n\n\n\n<p>Where we\nrun events in the Group, we will share information with a \u201cHome Contact.\u201d They\nare usually volunteers in scouting who will act as a go-between at camps for\nthe leadership to contact parents in emergencies.&nbsp; <\/p>\n\n\n\n<p>&nbsp;If a Data Subject moves to another Scout\nGroup, we will ask you before we shared any data with the new Group. This also\napplies to Scouts moving to Explorer Scouts outside the 44<sup>th<\/sup>\nColchester Scout Group.<\/p>\n\n\n\n<p>We routinely share information\nrelating to Adult Volunteers with:<\/p>\n\n\n\n<ul><li>The Scout Association as the Data Controller for\nall adult supporter information<\/li><li>Atlantic Data for the purpose of completing DBS\nchecks<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Why we share personal information<\/h2>\n\n\n\n<p>We do not share information about our young people or\nprospective young people with anyone without consent unless the law and our\npolicies allow us to do so.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Requesting access to your personal data<\/h2>\n\n\n\n<p>Under data protection legislation, parent \/ guardians, young\npeople and adult volunteers &nbsp;have the\nright to request access to information about them that we hold. To make a\nrequest for your personal information, or be given access to your child\u2019s\neducational record, contact <a href=\"mailto:gsl@44thcolchesterscouts.org,uk\">gsl@44thcolchesterscouts.org,uk<\/a>\n<\/p>\n\n\n\n<p>You also have the\nright to:<\/p>\n\n\n\n<ul><li>object to processing of personal data that is\nlikely to cause, or is causing, damage or distress<\/li><li>prevent processing for the purpose of direct\nmarketing<\/li><li>object to decisions being taken by automated\nmeans<\/li><li>in certain circumstances, have inaccurate\npersonal data rectified, blocked, erased or destroyed; and<\/li><li>claim compensation for damages caused by a\nbreach of the Data Protection regulations <\/li><\/ul>\n\n\n\n<p>If you have a\nconcern about the way we are collecting or using your personal data, we request\nthat you raise your concern with us in the first instance. Alternatively, you\ncan contact the Information Commissioner\u2019s Office at <a href=\"https:\/\/ico.org.uk\/concerns\/\">https:\/\/ico.org.uk\/concerns\/<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Contact<\/h2>\n\n\n\n<p>If you would like to discuss\nanything in this privacy notice, please contact:\n<a href=\"mailto:gsl@44thcolchesterscouts.org.uk\">gsl@44thcolchesterscouts.org.uk<\/a>\n<strong>&nbsp;<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Privacy Notice (How we use personal information)<\/p>\n<p>Introduction<\/p>\n<p>The 44th Colchester<br \/>\nScout Group takes the issue of privacy very seriously and is committed to<br \/>\nprotecting and respecting the personal information supplied to us.&nbsp; <\/p>\n<p>This privacy notice covers data<br \/>\nprocessing activity undertaken within 44th Colchester Scout Group<br \/>\n(the Group).<\/p>\n<p>Data Controller<\/p>\n<p>The Data Controller for the Scout<br \/>\nGroup is the Group Executive Committee, who also discharge the responsibilities<br \/>\nof Data Protection Officer.<\/p>\n<p>If you have any queries or<br \/>\nconcerns regarding these dutiesyou should contact us at gsl@44thcolchester.org.uk or chairman@44colchester.org.uk <\/p>\n<p>The categories of personal information that we collect, hold and share<br \/>\ninclude:<\/p>\n<p>Prospective<br \/>\nYoung MembersData<br \/>\ncollected includes name, &#8230;<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":7,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/99"}],"collection":[{"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=99"}],"version-history":[{"count":2,"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/99\/revisions"}],"predecessor-version":[{"id":115,"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/99\/revisions\/115"}],"up":[{"embeddable":true,"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=\/wp\/v2\/pages\/7"}],"wp:attachment":[{"href":"https:\/\/44thcolchester.org.uk\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=99"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}