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‘Gillingham District Scout Council’, also known as ‘Gillingham Scouts’ is a UK based charity (Charity number 303387). We provide Scouting in the eastern part of the Medway Council area under the umbrella organisation of ‘The Scout Association’.
Membership and joining information
As a membership organisation we collect and process information about our members to provide Scouting to them. This may include Personal or Special information such as:
We use this information to communicate with our membership and carry out our obligations as a Scouting District. We have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin).
The use of personal data includes:
We also collect information from those looking to join Scouting. As a youth organisation we collect information on young people under the age of 18.
Events and activities
We use registration forms to sign up for activities and events. We collect this information to facilitate the event. It is often necessary to also collect sensitive information relating to the participant including health information. This is used to safely facilitate the event and isn’t passed to any third party – with the exception of medical professionals in the case of a medical emergency.
We may send you communications relating to the event you have registered for using the details provided. If you have been asked to provide an ‘Emergency’ or ‘home contact’ we may contact them during the event if required.
Training records and assessment information
Gillingham Scouts ethos is to train adults and young people. It is necessary to record this information to ensure that individuals have the correct skills, training and experience to take part in and lead various activities.
Training records are stored by the relevant activity or training teams and referenced when checking the validity of qualifications
The District operates a number of badge schemes. Claiming a badge normally requires contact and delivery details to fulfil the order request. This information will be used to fulfil the order and in some cases allow for a member of the District team to make contact to arrange a presentation.
When making a donation, if eligible, you can opt to Gift Aid your donation(s). We will use the information provided to process your Gift Aid application and Gift Aid any subsequent donations.
Our marketing communications such as email newsletters are provided on an opt-in basis by supplying your details. You can unsubscribe from these at any time by using the unsubscribe links provided (normally at the bottom of the email). Where a communication is important to your membership, role or booking we will contact you regardless of any subscription preferences.
We have a duty to report accidents and near misses. The nature of the incident will determine the process followed.
Where appropriate these may be reported to:
The accident report will be kept in line with National Scouting guidelines and the requirements of our insurers.
Photography and videography
Attending events facilitated by Gillingham Scouts may mean that you are photographed or videoed. We will use these images for non-commercial Scouting purposes including promoting future events, social media, documents and publications, websites, press.
If you do not wish to be photographed/videoed you can make the event organiser or the camera operator aware and we will do our best to comply with your wishes. If your photograph is taken and subsequently published, you can contact our Data Protection Officer to have it removed.
We aim to seek appropriate permission before publishing full names alongside videos, images or quotes which identify the individual.
In most instances our lawful basis for processing is ‘Contract’ to provide ‘Scouting’, an event or activity or to facilitate a booking.
We may also contact our members to communicate important information relating to their role. Our lawful basis for processing is ‘Legitimate Interest’.
We rely on ‘Consent’ when signing up for optional communications.
Where we collect special category data such as health information and data on young people/adults, processing is carried out in the course of our legitimate activities with appropriate safeguards, on the condition that the processing relates solely to members or former members of The Scout Association. Condition (d) in Article 9(2).
Gillingham Scouts uses a number of specialist systems for storing and processing personal information. We carefully select the providers that we work with to ensure they have strong data policies in place and meet the requirements of GDPR.
Further details about these systems are available on request.
We keep information for different periods of time for different purposes as required by law or best practice. Event information is normally kept for 1 year following the event.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.
Details about the retention of specific data can be obtained by contacting our Data Protection Officer.
As a membership organisation, member data is shared with The Scout Association.
We don’t share personal information with third parties except where expressly detailed or where required by law enforcement.
GDPR legislation gives you a number of rights regarding your personal information which you can access at no cost:
We will always aim to comply with your request unless there is a legitimate reason for us to use your information or to comply with lawful obligations.
If you have a concern about how your data has been collected or used you also have the right to lodge a complaint with the Information Commissioners Office – https://ico.org.uk.
You can contact us at –email@example.com