The 8th Hampstead (Hall School) Scout Group provides cubs and scouting activities for our members.
What does this Policy cover?
- sets out the types of personal data that we collect about our members, and their parents/guardians
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with whom we will share your personal data;
- sets out the legal basis we have for using your personal data;
- explains the different rights and choices you have when it comes to your personal data; and explains how we may contact you and how you can contact us.
What personal data do we collect about you and why?
We collect telephone numbers, email addresses and home addresses in order to be able to contact parents/guardians in relation to their boys and the activities of the Group; the date of birth of a boy in order to establish his eligibility to be a cub or scout; and other information (including medical information) about a boy so that he and others can safely take part in meetings and activities and in order to meet our obligations under the rules of the Scout Association,
With the consent of a parent/guardian we may also capture images of a boy taking part in Group activities for the purpose of sharing those images at meetings of the Group or to promote the Group’s activities within The Hall School.
From where do we collect personal data about you?
- Registration. This is information you provide during registration of your son as a cub or scout
- Permission to camp. This is information you provide annually and ad hoc when your son plans to attend a camp or other activity
How long do we keep your personal data for?
We only retain your information for as long as is necessary for us to use your information as described above or to comply with Scout Association obligations. We retain scout contact details for sufficient time to be able to contact them about young leaders opportunities with the Troop.
Whom do we share your personal data with?
We share registration details with the Scout Association. Permission to Camp information is shared with the leaders and helpers on the specific camp to which it refers.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to register your son with the Croup and/or allow him to join in weekly and other scouting activities.
Do we transfer your data outside the EEA?
Your data is not transferred outside the EEA
What rights do you have in relation to the data we hold on you?
By law, you have a number of rights when it comes to your personal data.
- The right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
- The right of access
- The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
- The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
- The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
- The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
- The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
- The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with the Information Commissioner’s Office.
- The right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
Further information and advice about your rights can be obtained from the Information Commissioner’s Office (ico.org.uk).
How will we contact you?
We may contact you by phone, email or post. If you prefer a particular means of contact over another please just let us know.
How can you contact us?
If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact The Secretary of the 8th Hampstead (Hall School) Scout Group, Nici Audhlam-Gardiner on firstname.lastname@example.org.