Data Privacy Notice

Our Privacy and 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 are we?

Our district, Wansdyke District Scouts is a youth charity. Our mission is to actively engage and support young people in their personal
development, empowering them to make a positive contribution to society. We are
incorporated by royal charter and are a registered charity under the name
'Wansdyke District Scout Council', number: 1184760.

Every year in September we hold an annual general meeting where members of
the charity executive committee (our trustees), are elected, any parent of a
youth members can decide to be in the committee at the AGM and every parent has
the right to attend the Annual General Meeting.

We are based at: Wansdyke District Scouts, C/O County Office, Scout
Adventures Woodhouse Park, Fernhill, Almondsbury, South Gloucestershire, BS32

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

Your personal data – what is it?

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 district's (the data controller’s),
possession or likely to come into such possession. The processing of personal data
is governed by the General Data Protection Regulation (the “GDPR”).

How we gather personal information

The majority of the personal information we hold, 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 18, this information will only be
obtained from a parent/guardian and cannot be provided by the young person.

How do we process your personal data?

We comply with our obligations under the “GDPR” by keeping personal data up
to date; by storing and destroying it securely; by not collecting or retaining
excessive amounts of data; by protecting personal data from loss, misuse,
unauthorised access and disclosure and by ensuring that appropriate technical
measures are in place to protect personal data.

We process the data to have the ability to contact the member, parents and
guardians, to inform them of meetings, events that the group itself may be
running or attending.

We use personal data for the following purposes: –

  • we collect personal and
    medical information for the protection of that person whilst in the care
    of the district
  • we collect religious data
    to respect a person’s beliefs with regards to activities, food and
  • To enable us to provide a
    voluntary service for the benefit of the public in a particular
    geographical area as specified in our constitution
  • To administer membership
  • To fundraise and promote
    the interests of the district
  • To manage our volunteers
  • To maintain our own
    accounts and records (including the processing of gift aid applications);
  • To inform you of news,
    events, activities and services running at Wansdyke District Scouts.

What is the legal basis for processing your/your child(ren)’s
personal data?

We only use your personal information where that is permitted by the laws
that protect your privacy rights. We only use personal information where:

  1. We need to use the
    information to comply with our legal obligations
  2. We need to use the
    information to contact with you, regarding meetings, events, collection of
    membership fee’s etc, (i.e. for the day to day running of the district)
  3. 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.
  4. The processing is necessary
    for the persons legitimate interests or the legitimate interests of our
    Scout Group unless there is a good reason to protect the individual’s
    personal data which overrides those legitimate interests.

How we store
personal data

We are 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.

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 Adults and Youth members for the day to day
running of the group.

We also utilise Google Drive, Microsoft Office 365, WeTransfer and Firefox
Send to store and move data temporarily. All data is encrypted and global
security rules are set for all users.

Printed records and Event data

Paper is still used within the sections to capture and retain some data for
example the following:

  • New joiners form.
  • New joiners waiting lists.
  • Health and contact records
    update forms.
  • Gift Aid Collection forms.
  • Events consent from
  • Events coordination with
    event organisers.
  • Award

In the case of Joining forms, Health and contact update forms,
this information is securely held by the leader or waiting list manager, and
transferred to our secure digital systems as soon as possible before the paper
form is destroyed.

Gift Aid collection forms, will be securely held by
the Groups Treasurer to aid in the collection of Gift Aid for monthly
membership fees, we have a legal obligation to retain this information for 7
years after our last claim.


As a member of Wansdyke District Scouts it is hoped you will take up the
opportunity to attend events and camps, where 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:

  1. Transfer of paper is
    secure, such as physical hand to hand transfer or registered post.
  2. Paper forms are securely
    destroyed after use.
  3. Secure destruction will be
    through a shredding machine or securely burned.
  4. Always keeping the paper
    records secure, especially when in transit, by using:
    1. A lockable brief
    2. A lockable filing
      cabinet if long term stored.
  5. 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, (such as 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.

Sharing and transferring personal information

We will only normally share personal information within our district or our

We will however share your personal information with others outside our
district where we need meet or enforce a legal obligation, this may include,
Avon 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 your group, to another Scout Group or Explorer Scout Unit
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 national award, (such as Scouting or
Duke of Edinburgh award) such nominations would require we provide contact
details to that organisation.

Your personal data will be treated as strictly confidential.  We will
only share your data with third parties outside of the organisation where there
is a legitimate reason to do so. We will take steps to anonymise the data we
provide (i.e. collective reporting on gender, ethnicity, age, etc.).  If
identifiable data is to be shared, we will seek your consent.

Third Party Data Processors

Wansdyke District Scouts, employs the services of the following third-party
data processors:

  • The Scout Association via
    its adult 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.
  • 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
  • Dropbox inc
    occasionally used for secure transfer of limited personal information for
  • Google occasionally
    used for secure transfer of limited personal information
  • Microsoft Office 365 occasionally
    used for secure transfer of limited personal information
  • Firefox Send occasionally
    used for secure transfer of limited personal information

Automated decision making

Wansdyke District Scouts does not have any automated decision-making

Transfers outside the UK

Wansdyke District Scouts 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.

How do we protect personal data?

We take appropriate measures to ensure that the information given to us is
kept secure, accurate and up to date and kept only for as long as necessary for
the purpose for which it is used. All of our volunteers undertake appropriate
Data Protection and Information Governance training.

How long do we keep your personal data?

We will retain your personal information, throughout the time you/your
child(ren) are a member of Wansdyke District Scouts.

We will retain your full personal information for a period of one year after
you have left Wansdyke District Scouts and in a much more limited form (just
name, badge and attendance records) for a period of up to 15 years (or until
the 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)

Your rights and your personal data

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.

Unless subject to an exemption under the GDPR, 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 our Scout Group.
  • The right to access your personal data –
    you can ask us to share with you the data they have about you!
  • The right to rectification –
    this just means you can update your data if it’s inaccurate or if
    something is missing. You can view and edit your personal information
    directly on our online membership systems Online Scout Manager and
  • The right to erasure –
    this means that you have the right to request that we delete any personal
    data they have about you. There are some exceptions, for example, some
    information can be held for legal reasons.
  • The right to restrict processing –
    if you think there’s something wrong with the data being held about you,
    or you aren’t sure if we are complying to rules, you can restrict any
    further use of your data until the problem 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. This should make it
    easier to avoid unwanted marketing communications and spam from third
  • 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.

Please contact your child(ren)’s leader, our Group Scout Leader or our Data
Protection Officer for more information.

Whether or not you exercise your new rights is up to you – the main thing to
remember is that they’re there if you need them.

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.

Contact Details

To exercise all relevant rights, queries of complaints please in the first
instance contact our Data Protection Officer via email or post:


Write to us: Wansdyke District Scouts, C/O County Office, Scout Adventures
Woodhouse Park, Fernhill, Almondsbury, South Gloucestershire, BS32 4LX.

You can contact the Information Commissioners Office on 0303 123 1113 or via
email or
at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire. SK9 5AF.

Last reviewed:  19/05/2020



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Registered charity number: 1184760

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