Our Privacy 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
Bury and Ramsbottom District Council, which is in Greater Manchester North County and is part of UK Scouting Movement.
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 data protection regulator.
Please contact our District Commissioner for information
How we gather personal information
The majority of the personal information we hold on you is provided to us directly by yourself or by parents / legal guardian 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.
Where a member is under the age of 13, this information will only be obtained from a parent / guardian and cannot be provided by the young person. However, we will accept and potentially record any personal information, such as about any ongoing medical treatment from any member no matter their age.
How we use your personal information
We collect your personal and medical information for the protection of that person whilst in the care of any Scout Group in the District.
The collection of a person’s religion data is necessary 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 the district itself may be running, or you may be attending. We will also inform you of events or opportunities that, as an individual, you may be interested in.
Our legal basis for using your personal information
We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:
a) we need to use the information to comply with our legal obligations.
b) we need to use the information legitimately to contact you, regarding meetings, events etc.
c) 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 about products or services within Scouting. (Where you have consented.)
Sharing and transferring personal Information
We will only normally share personal information within the District. You should ask your line manager, GSL or DC if in the district, if you wish to know who has access to your data.
We will, however, share your personal information with others outside District where we need to meet or enforce a legal obligation. This may include organisers of events and camps the member is attending.
We may also share a member’s personal detail with The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement, along with any other insurance company Bury and Ramsbottom Scout District Council has contracted to provide services. We will only share your personal information to the extent needed for those purposes.
If you move from Bury and Ramsbottom District to another role or group in Scouting we will transfer your personal information to them.
We will never sell your personal information to any third party for the purposes of marketing.
Sometimes we may nominate a member for a national award, (eg. Scouting or Duke of Edinburgh award). Such nominations would require we provide contact details to that organisation.
Third Party Data Processors
Bury and Ramsbottom District 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.
Unity Insurance (The Scout Association Insurance company)
Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information 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
Microsoft Office 365 which is used provide the Office 365 packages, including Outlook, to all leaders within the district.
How long we keep your personal information for
We will retain your personal information, throughout the time you are a member of Bury and Ramsbottom Scout Group or a customer of our shop
We will not retain your full personal information after you have left Bury and Ramsbottom District, but will retain it, in a limited form (name, date of birth, address, email and attendance records) for a period of up to 15 years (until age 21) to fulfil our legal obligations for insurance and legal claims. After this time a more limited form (name, address, date of birth, email) will be held indefinitely in the Bury and Ramsbottom archives for the purpose of history. As a customer we will hold your details (name, address, email, telephone number) encrypted within our sales system for 12 months, from your last purchase)
Automated decision making
Bury and Ramsbottom District does not have any automated decision-making systems.
Transfers outside the UK
Bury and Ramsbottom District 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.
Bury and Ramsbottom is committed to the protection of your personal information.
We generally store personal information in one of two secure digital database systems, where access to that data is restricted and controlled.
Compass: – 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 Youth and Adult members for the day to day running of the campsite.
Printed records and Event data
Paper is still used within the Scout District to capture and retain some data for example the following: –
- New joiners form.
- Health and contact records update 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 manager, and transferred to our secure digital systems as soon as possible before the paper form is destroyed.
As a member of Bury and Ramsbottom District 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, (eg. printouts of personal contacts and medical information, including specific event contact forms). We will minimise the use of paper to only what is required for the event/camp.
We will ensure
a) Transfer of paper is secure, (eg. physical hand to hand transfer or registered post.)
b) Paper forms are securely destroyed after use.
c) Secure destruction will be through a shredding machine.
d) Always keeping the paper records secure, especially when in transit, by using:
i. A lockable brief case.
ii. A lockable filing cabinet if long term stored.
e) If transferred to somebody, we will audit that they return them when the event is complete.
Sometimes we may nominate a member for national award, (eg. Queens Scout or Duke of Edinburgh award). Such nominations would require we provide contact details to the awarding organisation, this is most often done on paper via registered post.
Photographs / images of yourself or your son/daughter may be taken during activities and maybe used within a Scouting context and in particular publicity material, (eg. Scouting publications and the media). Images may be published to official Scout websites, Scouting affiliated social media, and our public display boards at local groups or in public places. However will never identify individuals in line with Scout Association guidelines.
We cannot ask for explicit consent “Yes/No”, as consent presumes that it can be revoked, as is your right to do so under the GDPR regulations. At each event we will ask you to consent to your photography.
If we publish a photograph or image in any public forum, we no longer have control over that photograph, as it can be downloaded, screenshotted, re-photographed and shared by others and stored in systems not related or controlled by Bury and Ramsbottom Scouts
Under GDPR consent is invalid if people cannot easily withdraw consent, which would be the case with publishing to any publicly accessible system. Therefore if you do not wish your son/daughter to appear in these then please confirm, in writing, to the Assistant District Comissioner for Media – Charles Kemp – firstname.lastname@example.org , and we will not publish any photographs of you or your child on public forum such as social media from that point forward. We will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored.
Please note that the Bury and Ramsbottom Scouts cannot control or stop images being taken by other individuals, parents or organisations not connected with us.
Our Website www.brscouts.org.uk and Cookies
Our Website stores one cookie which is used to ensure that contact forms, and our administration area works correctly.
If you make an enquiry through our ‘Contact’ tab then we will collect personal data purely for the purpose of responding to your enquiry.
This data will only be shared within West Yorkshire Scouts and only if your enquiry is of a nature that requires 3rd party information from another area within West Yorkshire Scouts.
If you have any questions or queries regarding any of our policies please contact our District Commissioner – DC@BRScouts.org.uk