1st Adderbury Scout Troop, Banbury, Oxfordshire, UK

The 1st Adderbury Scout Group is a registered youth charity. Our mission is to actively engage and support young people in their personal development, empowering them to make a positive contribution in society. We are incorporated by royal charter and are regulated as a member of the UK The Scout Association (see www.scouts.org.uk for more information).

Our Group Executive Committee has the role of data controller for the information we collect. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with our supporters, donors and funders.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our possession or likely to come into our possession. The processing of personal data is governed by the General Data Protection Regulations (GDPR).

The majority of the personal information we hold for our members is provided to us directly by our members in either paper form or via our online membership form. For young people under the age of 18 the information is provided for them by their parents / carers.

The information we collect is used to ensure that we provide the best and safest opportunities for our members, by ensuring we have all the information needed to deliver that this. We collect and store the following information from our members:

What we hold	Why we hold it	Who we hold it for
Full name	To identify the person	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members Parents of Beavers, Cubs, Scouts and Young Leaders
Home address and postcode	To ensure child safety. To enable us to validate an adult for matters such as Disclosure and Barring Service (DBS) checks. To assist us in communicating effectively with all members of our Group Scout Council (parents. leaders and members).	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members Parents of Beavers, Cubs, Scouts and Young Leaders
Home telephone number	For contact purposes, particularly in emergency or late change of information situations.	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members Parents of Beavers, Cubs, Scouts and Young Leaders
Mobile telephone number	For leaders to contact young people when they are actively on self-led events. For contact purposes, particularly in emergency or late change of information situations.	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members Parents of Beavers, Cubs, Scouts and Young Leaders
Email address	To enable electronic confirmation of bookings, updates, payment schedules and other associated information for events. To ensure all relevant information is effectively disseminated to our members and their parents. To enable effective management of our Group.	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members Parents of Beavers, Cubs, Scouts and Young Leaders
Date of Birth	To give young people the best experience in the section relevant to their age. To enable management of progression through the badgework scheme. For compliance with Scouting rules and insurance and child welfare purposes. For reporting purposes. To enable us to validate an adult when applying for Disclosure and Barring Service (DBS) checks.	Beavers, Cubs, Scouts and Young Leaders Leaders Committee Members
School attended	For diary management, to avoid clashes with school events.	Beavers, Cubs, Scouts and Young Leaders
Health and dietary notes	To ensure the safety of young people in our care. To allow enable speedy medical treatment in emergency situations. To understand the wishes of parents and carers when young people are away with the Group. To enable us to respect a person’s beliefs	Beavers, Cubs, Scouts and Young Leaders Leaders
Ethnicity and religion	To ensure our programme is relevant and appropriate for all our members. For reporting purposes.	Beavers, Cubs, Scouts and Young Leaders
Previous address, employment details, referee details	To enable us to validate an adult when applying for Disclosure and Barring Service (DBS) checks.	Leaders Committee Members

If you apply for membership via our website we collect and store the following information:

What we hold	Why we hold it
Full name	To identify the person
Home address and postcode	For the confirmation of the person’s existence in order to protect our existing members. To enable us to send any information about membership in the post. To enable us to check if there might be another Scouting opportunity closer to where you live.
Home telephone number	For contact purposes when offering places and answering parents’ questions.
Mobile telephone number	For contact purposes when offering places and answering parents’ questions.
Email address	For contact purposes when offering places and answering parents’ questions.
Date of Birth	To offer appropriate places in our sections in a timely manner.
School attended	For diary management, to avoid clashes with school events.

If you send us a general contact message via our website we collect your name, email address and telephone number if order that we may respond to your enquiry. We do not retain this information.

Generally, from all users of our website we collect statistical information and data to help us improve our website and ensure it remains suitable and safe for those using it. This includes items such as the user’s IP address and internet browser type and other information gathered by the Google Analytics system.

We process the data we hold in order to provide the most appropriate youth programme for our members in a safe environment. The data is used as the input to allow us to create opportunities for our members to gain knowledge, experience and life skills in the most timely, effective and suitable manner. As we are dealing with young people data is also used in order that we keep their parents and carers fully informed. In the rare event of an emergency situation the data we hold will enable us to resolve any issues with the minimum of delay.

We ensure personal data is kept up to date, is stored securely and destroyed safely at the end of its relevant retention period. We ensure personal data is protected from loss, misuse, unauthorised access and disclosure by ensuring that appropriate technical measures are in place.

Upon joining the Group, new members are asked to submit a Membership application form which explicitly gives consent to store and process their personal data during their time with us.

Personal information will only be shared within our Group between leaders and executive committee members as is essential to facilitate the delivery of the programme for our young people and integration between Group sections.

Personal information may be shared outside our Group in order to meet or enforce a legal obligation to, but not limited to, the following: North Oxfordshire Scouts (our District umbrella organisation), Oxfordshire County Scout Council (our County umbrella organisation), The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement. We will only share personal information to the extent needed for the purpose of our obligation.

We may transfer personal information to another Scout Group or Explorer Scout Unit if requested by the owner of the personal information, or their parents / carers if under the age of 18.

We will not sell personal information to any third party for the purposes of marketing.

Sometimes we may nominate a member for a national award and in this case we would be required to provide contact details to the organisers of such an award (eg. Duke Of Edinburgh Award scheme).

We will not transfer personal information outside of the UK, with the exception of where an event is taking place outside of the UK and it is necessary to provide personal information to comply with legal obligations.

An individual’s personal information is retained throughout their association with the Group, whether that be as a direct member or the parent of a member. Full details for these individuals are retained for a period of two years following the termination of membership. After this a limited subset of information (such as camps attended, membership dates and badges passed) for those have been members of a section is retained indefinitely. This is so we can respond to requests for references, character assessments and the like when requested by an individual.

We keep any Gift Aid Claim information for the statutory 7 years after the last claim has been made, as required by HMRC.

An individual has the right to object to how we process their personal information. They also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, they have the right to complain to us and to the data protection regulator.

Unless subject to an exemption under the GDPR, the following rights apply with regard to personal data:-

Rights in relation to automated decision making and profiling – this protects an individual in cases where decisions are being made about them based entirely on automated processes rather than by a human.

Google Analytics collects information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Click here for an overview of privacy at Google: https://policies.google.com/privacy.

We embed videos from our official hosting provider Daily Motion. All our videos are stored as “private” videos and therefore do not appear on Daily Motion lists. Full details of Daily Motion’s cookie policy can be read here: https://www.dailymotion.com/legal/cookiemanagement.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

If we wish to use the personal data we hold for a new purpose not covered by this Privacy Policy we must provide a new notice to all individuals who’s data we hold explaining this new use. This must be done prior to commencing the processing, setting out the relevant purposes and processing conditions. Wherever possible we must seek an individual’s consent prior to any new processing.

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Processing Officer at 1st Adderbury Scout Group, 28 Walton Avenue, Twyford, Banbury, Oxon, OX17 3LB or email dpo@adderburyscouts.com.

You can contact the Information Commissioners Office on 0303 123 1113, email via https://ico.org.uk/global/contact-us/email/ or write to The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.