Privacy Policy

This privacy statement sets out what we do with Personal Data and what you can expect from Howley Grange Scout Group as part of our obligations when processing this Personal Data. Additional information about our general data privacy position can be found on this page.

When involved in scouting activities with us we will gather and processing information on:

• Name
• Date of Birth
• Address
• Contact Details (address and telephone numbers)
• Any medical or dietary issues that might impact your scouting experience
• NHS Number & GP details
• Gift Aid declarations
• Photography permission
• Contact Permissions
• Gender, race, ethnic origin and religion

We use this information to:

• Identify the member
• Validate the age of the member
• Provide emergency contact details
• Provide details to emergency / medical services when we are acting on behalf of Parents or Carers
• Determine if we can use images of the member in promotional material
• Administer medication where required
• Validate your Gift Aid position in respect of subscriptions and donations
• Meet appropriate legal requirements

Most data will be stored using Online Scout Manager. Details on their security and privacy polices can be found linked from https://www.onlinescoutmanager.co.uk

For tax purposes we will retain a signed gift aid declaration where appropriate. This will be stored securely with our subscription secretary as paper records. These will be destroyed in line with our data retention policy when membership ceases.

We take data security seriously.

Data on individuals would be available to:

• Group Management Roles:
  • Group Scout Leader/Assistant
  • Subscriptions Secretary
  • Other Executive Committee members as required
• Section Leaders
• Other Scout Leaders/Event Staff where members may be under their care
• Members of the hierarchy of the Scout Association where absolutely required for safeguarding and legal necessity
  (this access is audited and monitored by The Group).

In addition, anonymous statistics on our members may be made available to the hierarchy of the Scout Association for reporting purposes. For example, monitoring the number of badges awarded in our group, or to calculate the demographics of the associations members.

Access policies for data stored in Online Scout Manager is covered by their policies which are linked from https://www.onlinescoutmanager.co.uk

Data will be destroyed in line with our retention policy. Copies of this are available on request. Contact a section leader or   web@howleygrangescouts.org.uk