General Data Protection Regulations (GDPR)
Fair Processing Notice(March 2019)
Our Fair Processing Notice describes the categories of personal data we process and for what purposes.
We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR).
Who we are
Aylesbury District Scout Council is a youth charity regulated as a member of the UK The Scout Association incorporated by royal charter, we are registered with the UK Charity Commission registration no. 300653. See http://scouts.org.uk for more information.
Every year we hold an annual general meeting where members of the charity executive are elected, any parent of a youth member can stand to be in the executive at the AGM and every parent has the right to attend the Annual General Meeting. The scope of the charity executive includes the Matrix Explorer Scout Unit, the Cerberus Scout Network and the Scout Active Support Unit.
Although we do not have specific premises, meetings are held at the 5th Aylesbury Scout HQ, Wendover Way, Aylesbury, Bucks.
We hold personal data on our members as we have a legitimate interest in requiring this information to ensure the wellbeing of all whilst in the care of the charity executive. You have the right to object to how we process your/your child’s personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we hold on you / your child. In addition, you have a right to complain to us and to the data protection regulator.
Please contact a leader of the Explorers/Network/SAS as appropriate for more information, in the first instance.
You can view and edit your personal information directly via the third party online membership systems – Online Scout Manager and Compass (Adults).
How we gather personal information
The majority of the personal information we hold on you, is provided to us directly by parents / legal guardian or yourself in either paper form or via our online membership systems, in the case of an adult member, data may also be provided by third party reference agencies, such as the disclosure and barring service (DBS) via The Scout Association and their provider – Atlantic Data Ltd.
Where a member is under the age of 18, this information will only be obtained from a parent / guardian and cannot be provided by the young person.
How we use your personal information
We collect your personal and medical information for the protection of that Person whilst in the care of the charity executive.
The collection of a person’s religious / ethnicity data is utilised to respect their beliefs with regards to activities, food and holidays.
We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings, events that a group itself may be running or attending.
Our legal basis for using your personal information
We only use your personal information where we have a legitimate interest that is permitted by the laws that protect your privacy rights. We only use personal information where:
We need to use the information to comply with our legal obligations.
We need to use the information to contact you, regarding meetings, events, membership fee’s etc, i.e. for the day to day running of the charity executive.
it is fair to use the personal information in your interests, where there is no disadvantage to you – this can include where it is in our interests to contact you.
Sharing and transferring personal Information
We will only normally share personal information within our scout leaders and executive members.
We will however share your personal information with others outside Aylesbury District Scout Council where we need to meet or enforce a legal obligation, this may include, Bucks County Scouts, The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement, we will only share your personal information to the extent needed for those purposes.
If you move from the Aylesbury District Scout Council to another District Scout Council, Explorer Group, Scout Network or SAS Group we will transfer your personal information to them with your agreement.
We will never sell your personal information to any third party for the purposes of marketing.
Sometimes we may nominate a member for an award, (such as Scouting or Duke of Edinburgh award) such nominations would require we provide contact details to that organisation.
Third Party Data Processors
Aylesbury District Scout Council employs the services of the following third-party data processors: -
The Scout Association via its membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check via their provider – Atlantic Data Ltd.
Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, event and attendance records etc, we have a data processing agreement in place with online youth manager, more information is available at https://www.onlinescoutmanager.co.uk/security.php
How long we keep your personal information for
We will retain your personal information, throughout the time you are a member of Aylesbury District Scout Council.
We will retain your full personal information for a period of six months after you have left Aylesbury District Scout Council and in a much more limited form (just name, badge and attendance records) for a period of up to 15 years (until age 21) to fulfil our legal obligations for insurance and legal claims.
We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21)
Automated decision making
Aylesbury District Scout Council does not have any automated decision-making systems.
Transfers outside the UK
Aylesbury District Scout Council will not transfer your personal information outside of the UK, with the exception where an Event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.
Aylesbury District Scout Council is committed to the protection of your personal information.
We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.
- is the online membership system of The Scout Association, this system is used for the collection and storage of Adult personal data.
Online Scout Manager
is an online membership system run by Online Youth Manager Ltd, this is a secure membership database where we store the personal information of Adults and Youth members for the day to day running of the District.
Printed records and Event data
Paper is still used within Aylesbury District Scout Council to capture and retain some data for example the following: -
- New joiners form.
- Health and contact records update forms.
- First Aid / Incident report forms
- Gift Aid Collection forms.
- Events consent from parents.
- Events coordination with event organisers.
- Award notifications/nominations
In the case of Joining forms, health and contact update forms
, this information is securely held by the appropriate leader or waiting list manager, and transferred to our secure digital systems as soon as possible before the paper form is destroyed.
collection forms, will be securely held by the appropriate Treasurer to aid in the collection of Gift Aid for monthly your membership fee, we have a legal obligation to retain this information for 7 years after our last claim.
First Aid / Incident report form data is stored for 7 years or until the young person becomes 21 years of age.
As a member of Aylesbury District Scout Council it is hoped you will take up the opportunity to attend events and camps. Where it is necessary to fulfil our legal obligations we will be required to potentially have a less secure means to access personal information, such as printouts of personal contacts and medical information, (including specific event contact forms), 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/camp.
We will ensure
- Transfer of paper is secure, such as physical hand to hand transfer.
- Paper forms are securely destroyed after use.
- Secure destruction will be through a shredding machine or burned.
Always keeping the paper records secure, especially when in transit, by using:
- A lockable brief case.
- A lockable filing cabinet if long term stored.
- If transferred to somebody, we will audit that they return them when the event is complete.