Privacy Policy

West Lancashire County Scouts Privacy Notice

Our contact details

Name: West Lancashire County Scout Council
Address: Waddecar Scout Activity Centre, Snape Rake Lane, Goosnargh, Preston, PR3 2EU
Phone Number: 01995 61336
E-mail: ithelpdesk@westlancsscouts.org.uk

This privacy notice was last updated on 14th June 2021.

The type of personal information we collect

We currently collect and process the following information about youth members:

  • Parent/carer’s name, phone number and email address.

  • Young person’s name, gender (if your parent/carer wishes to provide it when completing your registration form), date of birth, postcode, local authority you live in, your availability.

  • Any additional comments provided during the application process.

  • Section, group, district registration

  • Length of membership

  • Details of events, activities and awards gained at county level

  • Details of health conditions

  • Race or ethnic background, religion and nationality

  • Permission to take and publish event photographs

    We currently collect and process the following information about adult members:

    • Name and contact details

    • Length and periods of service (and absence from service)

    • Details of training you receive

    • Details of your experience, qualification, occupation, skills and any awards you have received

    • Details of Scouting events and activities you have taken part in

    • Age/date of birth

    • Details of any health conditions

    • Details of disclosure checks

    • Any complaints we have received about you

    • Details about your role(s) in Scouting

    • Details about your membership status

    • Race or ethnic background

    • Religion

    • Nationality

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you or your parent/carer if you are under the age of 18, for one of the following reasons:

  • To process your joining request and assign you to an appropriate scout group, scout district or directly to West Lancashire scout county. We may share this information with other Scouting charities within the West Lancashire Scout County and with the UK Scout Association.

  • To retain you as a youth member.

  • To plan for future youth provision.

  • To ensure you can participate safely in events, activity programs, award schemes and meetings.

    For those over 18 years of age, we also receive personal information indirectly, from the following sources in the following scenarios: 

  • We carry out a Disclosure and Barring Service (DBS) check and we retain the results of this check in accordance with The Scout Association systems and policy. Which is documented here https://www.scouts.org.uk/volunteers/running-things- locally/recruiting-and-managing-volunteers/appointing/disclosure- checking/

If you are over 18, we will also process your personal information:

  • To communicate with you.

  • To retain you as an adult member, committee member or helper.

  • To ensure you can participate safely in events, activity programs, award schemes and meetings.

  • To process any complaint received about you, where we will follow The Scout Association guidance set out at:

    https://www.scouts.org.uk/about-us/policy/scouts-complaints-policy/

    Lawful bases for processing your personal information

    Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing your information varies depending on why we are processing it:

  • We have a legitimate interest to process the applications of both young people and adults, in response to their wish to join the Scout Association, and thereafter retain them.

  • We have a legitimate interest, such as when we take photographs of over 18’s at organised events and consent is not appropriate. For under 18’s specific consent is collected.

  • We have a legal obligation to process the data, e.g. DBS referrals.

  • We will rely on vital interests if the processing is necessary to protect your life and you or your parent/carer cannot provide consent.

When we process special category data, we rely on the following lawful bases:

  • Religion, race or ethnic background we rely on equality of opportunity or treatment under Schedule 1 of the Data Protection Act (2018)

Any health conditions, we rely on health or social care purposes under schedule 1 of the Data Protection Act (2018)

Where we store your personal information

Your information is securely stored in the United Kingdom.

How long we store your personal information

We keep the information provided to process your joining request for as long as you are a member.

When you cease to be a member, your data will be securely deleted in line with The Scout Association Data Retention Policy, which can be found at https://www.scouts.org.uk/about-us/policy/data-retention-policy/

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.

  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

We retain information in line with the Data Retention Policy set out by the Scout Association, which can be found at https://www.scouts.org.uk/about-us/policy/data-retention-policy/

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please note that some of these rights are subject to an internal assessment that one of the grounds under the UK GDPR is satisfied.

Our practices are in line with the Data Protection Policy set out by the Scout Association, which can be found at https://www.scouts.org.uk/about-us/policy/data-protection-policy/

Please contact us at ithelpdesk@westlancsscouts.org.uk, or on 01995 61336 and ask for a call back from the Digital and Data Chair if you wish to make a request. Alternatively, you can send a letter addressed to Digital and Data Chair, West Lancs County Scouts, Waddecar Scout Activity Centre, Snape Rake Lane, Goosnargh, Preston, PR3 2EU.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at ithelpdesk@westlancsscouts.org.uk, or on 01995 61336 and ask for a call back from the Digital and Data Chair. Alternatively you can send a letter addressed to Digital and Data Chair, West Lancs County Scouts, Waddecar Scout Activity Centre, Snape Rake Lane, Goosnargh, Preston, PR3 2EU.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF
 
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk