Throughout this document Lea Scout Group may be referred to as “we”.

What is this privacy notice/policy?
The Data Privacy Notice/Policy describes categories of personal data that Lea Scout Group process and for what purposes. We are committed to collecting and using such data fairly and in accordance with the Data Protection Act 2018, the UK law that encompasses General Data Protection Regulations.
This Privacy Notice/Policy applies to members, parents of youth members, volunteers, contractors, suppliers, supporters, donors and members of the public who will make contact with Lea Scout Group.

Who we are
We are a registered charity in England & Wales; charity number 300468.
The Data Controller for Lea Scout Group is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees.
We are not required to have a data protection officer as a small charity.

The data we may process
Most of the personal information we hold is provided to us directly by you or the parents/carers of youth members verbally, in paper form, or digitally through Online Scout Manager and Scouts.org.uk. In the case of Adult members and Volunteers (including helpers), data may also be provided by third parties.
Where a member is under the age of 14, this information will only be obtained from a parent or carer and cannot be provided by the young person.
We may collect the following information:
• Personal contact details such as name, title, address, telephone number, 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 so that we can ensure that adults are old enough to take their appointed role.
• Gender – so that we can address individuals correctly and accommodate any specific needs.
• Emergency contact information – so that we can contact someone responsible in the event of and emergency.
• Government identification numbers e.g. national insurance, driver’s license, passport – so that we can process volunteer disclosure checks.
• Tax status information – so that we can claim Gift Aid from HMRC when donations are made
• Training records – so that we and members can track their progress through the learning tree.
• Race or ethnic origin – so that we can make suitable arrangements based on cultural needs
• Health records- so that we can make suitable arrangements based on an individuals health needs.
• Disclosure checks – to ensure that Scouting is a safe space.

The lawful basis we process your data by
We comply with the Data Protection Act 2018 by keeping personal data up to date; by destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorized 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 youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/carers to use 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 Scouts meetings, activities, training courses and events to our members and volunteers.
• To provide a voluntary service for the benefit of the public.
• To administer membership records
• To fundraise and promote the interests of the Scouts
• To manage our volunteers
• To maintain our own accounts and records (including the processing of Gift Aid)
• To inform you of news, events, activities and services being run or attended by Lea Scout Group.
• To ensure and evidence your suitability if volunteering for a role in the Scouts
• To contact your next of kin in the event of an emergency.
• To ensure that you have and maintain the correct skills and qualifications.
We use personal sensitive (special) data for the following purposes:
• For the protection of an individual’s health and safety whilst in the care of Lea Scout Group
• To respect an individual’s religious beliefs with regard 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. Information for each piece of information is provided alongside the relevant documents.
The Scouts Association’s Data Protection Policy and Data Privacy Note can be found on Scouts.org.uk .

Sharing your information

Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment with Lea Scout Group.
We will share the personal data of youth members and their parents/guardians with The Scout Association Headquarters for the purpose of managing safeguarding cases. The privacy and security notice for The Scout Association can be found here: https://www.scouts.org.uk/DPPolicy.

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 Lea Scout Group 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 Lea Scout Group 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 Data Protection Act 2018.

How we store your personal data
Scouts.org.uk – Is the online adult membership system of The Scout Association. This system is used for the collection and storage of adult volunteer’s personal data.
Online Scout Manager – Is the online membership system of Online Youth Manager. This system is used for the storage of adult and youth personal data.
Microsoft 365 – Used to distribute emails to individuals.

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.

Other personal data processing activities
Photography – During section and Group events and activities members of our leadership team, other members of The Scout Association and the public may be taking still and moving pictures. Pictures used by Lea Scout Group outside of the activity/event will only be used within The Scout Association guidelines. Pictures taken by our leadership team may be used during/after the event/activity on our social media channels.
For larger District and County events local newspapers and TV stations may also attend to provide external media coverage and members of the press will be accompanied at all times by a member of the event or activity staff/leader team. We will seek your specific permission if we wish to use your/your child’s picture name with any picture in any promotional or advertising material.
Anyone attending any Section, Group or District event or activity, or giving permission for their child/ward to attend an event or activity should note that attendance at the event or activity signifies their consent for pictures of themselves/their child to be used in line with the above policy.
If you have specific concerns in this regard, please contact the Section Leader for the activity

How we provide this notice
This notice is provided in printed form within the HQ building, via our website (leascouts.org.uk) and can be emailed upon 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 read digitally – 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.