Copyright
The contents of this website (and its sub-sites) are copyright of 4th Ewell (Nonsuch) Scout Group, in whom all rights are vested. You may not make alterations or additions to the material on this site, or sell it or misappropriate it. Domain names 4thewellscouts.org.uk and xmastrees.org.uk are copyright of 4th Ewell (Nonsuch) Scout Group. To use the email addresses connected to these domain names ([email protected]) for mass mailing purposes (whether or not connected with Scouting) would be a breach of our copyright. Breaches of our copyright will be reported to the Information Commissioner (for potential prosecution under the Data Protection Acts), to the Police (for potential prosecution under the Computer Misuse Act) and to our lawyers (for breach of our copyright, and claims for compensation as a consequence.)
The views expressed within this website (and its sub-sites) are not necessarily those of The Scout Association. The views expressed in the News section are those of the author, and are not representative of the views of 4th Ewell (Nonsuch) Scout Group.
The views expressed within this website (and its sub-sites) are not necessarily those of The Scout Association. The views expressed in the News section are those of the author, and are not representative of the views of 4th Ewell (Nonsuch) Scout Group.
DATA PRIVACY POLICY AND GDPR
On 25th May 2018 the Data Protection Act is being replaced by the General Data Protection Regulation (GDPR). This places restrictions on organisations in the way they manage and process personal data.
The term which is generally used in relation to this is Personally Identifiable Information (PII) rather than Personal Data. (Note: the terms are interchange-able and intended to mean the same thing). For PII you require two things:
Personal data falls into two categories:
As a Scout Group we need to be careful with the way we store and process personal data. The Scout Association itself has published guidance information on GDPR. Our Data Protection Officer is Dan Cook, the Group Scout Leader, is the Data Protection Officer for the 4th Ewell (Nonsuch) Scout Group including the Explorer Unit. He can be contacted via the Contact Us pages.
The following categories consider the data we store, how we should store it and when it should be deleted.
Online Scout Manager (OSM)
Online Scout Manager is the tool the Scout Group uses to record information about children and adults associated with the Scout Group. OSM itself has its own GDPR policy.
Contact information
Contact information (e.g. names, addresses, phone numbers, etc) is required to ensure that we can contact parents and guardians in the event of any emergency. This is stored in Online Scout Manager (OSM), which has access restricted to certain DBS cleared leaders in the Group. This information is required for our 'In Touch' policy. Some of this information will include medical and religious information for health and safety purposes.
As children move between sections the PII is initially copied to the new section and then removed from the old section, using the OSM Remove functionality, once all badges from the previous section have been awarded. This is typically within a term of the transfer. A record that the child was a member of the section in the Group is maintained for historic purposes. Where the transfer is to another Scout Group, specific parental permission is obtained prior to the data being copied/transferred.
Where a child leaves the Group the information is removed, at the end of that term, again using the OSM Remove functionality. Again a record that the child was a member of the section in the Group is maintained for historic purposes.
At times paper records are required for various events and activities (e.g. camps) to allow information to be immediately for emergency and other purposes. Records are completed by parents/guardians and handed to the nominated individual for the event. These are stored at the event in a location which is known to the leaders for emergency purposes. After the event the records are maintained safely at the home of the nominated individual for up to a year so that data for the next similar event can be checked against the previous event. We have found that at times, parents/guardians forget to include certain important information on health forms (e.g. the fact a child is asthmatic) and hence the forms can be used for cross checking. Once the forms are no longer required they are shredded.
Certain events and activities require contact, medical and religious information to be transferred to third Parties (for instance County events like Scoutabout). All the organisations are GDPR compliant and the information is again completed by the parent/guardian and stored safely by the third Party (e.g. Surrey County Scout Council). Photographs are also regarded as PII where individuals are named against the photograph. Photos, and occasionally videos, are used by the Scout Group for uploading to Facebook and the gallery on our website to show parents/guardians activities being undertaken by their children. In addition some photos with names are used in the Scout Group history. Permission is sought on OSM from parents/guardians to allow photos and names to be used for these activities.
Contact information for leaders is treated in the same way as the children with regard to storage and processing.
Instant Messaging
Our Explorer Unit use WhatsApp to pass messages about programmes, activities and events as well as other general information related to the Scout Group. The WhatsApp group contains names and phone numbers of the children and hence is only shared within the Unit.
Emails
For security reasons all emails from section leaders are shared via OSM which targets the parents/guardians and children (where they have a valid email address) directly and does not disclose email addresses to other individuals.
Parents/guardians will occasionally reply to emails sent from OSM. Email accounts of section leaders will be password protected and only read on devices which have passwords (e.g. mobile phones, laptops and desktop computers). The section leader will process the email, depending on the contents, and this may require the leader to upload the information into OSM.
Waiting Lists
Children waiting to join the sections in our Scout Group are requested to provide contact information (name, sex, DOB, postcode, contact number) via email. This information is then transferred to our waiting list within OSM and the original email deleted as soon as possible.
At least once a year, people on the waiting list will be contacted to ensure their information is correct. We will ask if they wish to remain on the list and if they are happy for us to store their personal data. Where people request to be removed from the list their information will be deleted, effective the following term.
Google Drive
Google Drive is a file sharing location used by the Group to share programmes, newsletters, camp plans, etc between section leaders and helpers. No personal information is stored on Google Drive with the exception of when 'In Touch' lists need to be physically generated for various events and activities. This information is then password protected, where possible, and deleted as soon as it is no longer required.
Our Websites (www.4thewellscouts.org.uk and www.xmastrees.org.uk)
4th Ewell (Nonsuch) Scout Group respects the privacy of every individual who visits our websites. The contents of this Privacy Statement refers only to those sites controlled directly 4th Ewell (Nonsuch) Scout Group, namely www.4thewellscouts.org.uk and www.xmastrees.org.uk.
Our websites will not collect personally-identifiable information about you (e.g. your name, address, telephone number or email address (personal data)) through our web site unless you have provided it to us voluntarily. Personal data that you provide to us will only be used by us to contact you in relation to matters relating to Scouting. We will not give any personal data to any other third party.
Our websites are hosted by Weebly, Inc. (“Weebly”). Weebly provides us with website design, hosting, management and e-commerce platform services that allows us to display our websites and make online sales. Online payments are processed by either PayPal or Stripe. Your information, including Personal Information, may be stored through Weebly’s, PayPal's or Stripe's servers. By using the Service, you consent to this collection, disclosure, storage, and use of your Personal Information in accordance with Weebly’s, PayPal's and Stripe's Privacy Policies.
In some cases, we may automatically (i.e. not via registration) collect technical information when you connect to our site that is not personally-identifiable. Examples of this type of information include the type of Internet Browser you are using, the type of computer operating system you are using and the domain name of the website from which you linked to our site. When you view one of our websites, we may store some information on your computer. This information will be in the form of a "Cookie" or similar file and can help us in many ways. For example, Cookies allow us to tailor a website to better match your interests and preferences. With most Internet Browsers, you can erase Cookies from your computer hard drive, block all Cookies or receive a warning before a Cookie is stored. Please refer to your Browser instructions or help screen to learn more about these functions.
Data Subject Rights (GDPR)
Breach Notification We will notify our parents/guardians/leaders/helpers of any breach of data via email within 72hrs of identifying the breach.
Right to be Informed Parents/guardians/leaders/helpers are informed when they join the Scout Group that their personal information, and that of their children, is held in Online Scout Manager.
Right to Access Parents/guardians are able to download information about their children using OSM. Additional requests for information should be made to the Data Protection Officer. The same holds for leaders/helpers.
Right to Rectification Parents/guardians/leaders/helper are able to correct the information held using Online Scout Manager (OSM). Parents/guardians on the waiting list can request for information to be corrected by contacting the section leader of the appropriate section or the Group Scout Leader, Dan Cook.
Right for Erasure Parents/guardians/leaders/helpers are able to request for information to be deleted, but should be aware that in order to be a member of the Scout Group the information is required. 'Legitimate interests' is likely to be more appropriate and therefore consent is not required, as the data provided by parents is expected to be stored and processed for the purposes of running a Group/Unit and its associated events. Parents/guardians of children on the waiting list should request for the information to be deleted by contacting the section leader of the appropriate section or the Group Scout Leader.
Right for Restricted Processing Whilst parents/guardians/leaders/helpers are able to request for restricted processing, 'legitimate interests' means that the information held is required for the purposes of running a Group/Unit and its associated events.
Data Portability Parents/guardians of children in the Scout Group or on the waiting list can request for information to be transferred to another Scout Group.
Right to Object Parents/guardians/leaders/helpers are able to object to the processing of their information and that or their children by contacting the Data Protection Officer.
The term which is generally used in relation to this is Personally Identifiable Information (PII) rather than Personal Data. (Note: the terms are interchange-able and intended to mean the same thing). For PII you require two things:
- the Personal Identifier, and
- some (any) Information.
Personal data falls into two categories:
- any data held about a living individual who can be identified from the information itself or other information also held
- data which falls into the following categories is regarded as sensitive personal data and requires additional protection: Racial or ethnic origin; Political opinions; Religious beliefs; Trade union membership; Physical or mental health; Sexual life; Commission of offences or alleged offences.
As a Scout Group we need to be careful with the way we store and process personal data. The Scout Association itself has published guidance information on GDPR. Our Data Protection Officer is Dan Cook, the Group Scout Leader, is the Data Protection Officer for the 4th Ewell (Nonsuch) Scout Group including the Explorer Unit. He can be contacted via the Contact Us pages.
The following categories consider the data we store, how we should store it and when it should be deleted.
Online Scout Manager (OSM)
Online Scout Manager is the tool the Scout Group uses to record information about children and adults associated with the Scout Group. OSM itself has its own GDPR policy.
Contact information
Contact information (e.g. names, addresses, phone numbers, etc) is required to ensure that we can contact parents and guardians in the event of any emergency. This is stored in Online Scout Manager (OSM), which has access restricted to certain DBS cleared leaders in the Group. This information is required for our 'In Touch' policy. Some of this information will include medical and religious information for health and safety purposes.
As children move between sections the PII is initially copied to the new section and then removed from the old section, using the OSM Remove functionality, once all badges from the previous section have been awarded. This is typically within a term of the transfer. A record that the child was a member of the section in the Group is maintained for historic purposes. Where the transfer is to another Scout Group, specific parental permission is obtained prior to the data being copied/transferred.
Where a child leaves the Group the information is removed, at the end of that term, again using the OSM Remove functionality. Again a record that the child was a member of the section in the Group is maintained for historic purposes.
At times paper records are required for various events and activities (e.g. camps) to allow information to be immediately for emergency and other purposes. Records are completed by parents/guardians and handed to the nominated individual for the event. These are stored at the event in a location which is known to the leaders for emergency purposes. After the event the records are maintained safely at the home of the nominated individual for up to a year so that data for the next similar event can be checked against the previous event. We have found that at times, parents/guardians forget to include certain important information on health forms (e.g. the fact a child is asthmatic) and hence the forms can be used for cross checking. Once the forms are no longer required they are shredded.
Certain events and activities require contact, medical and religious information to be transferred to third Parties (for instance County events like Scoutabout). All the organisations are GDPR compliant and the information is again completed by the parent/guardian and stored safely by the third Party (e.g. Surrey County Scout Council). Photographs are also regarded as PII where individuals are named against the photograph. Photos, and occasionally videos, are used by the Scout Group for uploading to Facebook and the gallery on our website to show parents/guardians activities being undertaken by their children. In addition some photos with names are used in the Scout Group history. Permission is sought on OSM from parents/guardians to allow photos and names to be used for these activities.
Contact information for leaders is treated in the same way as the children with regard to storage and processing.
Instant Messaging
Our Explorer Unit use WhatsApp to pass messages about programmes, activities and events as well as other general information related to the Scout Group. The WhatsApp group contains names and phone numbers of the children and hence is only shared within the Unit.
Emails
For security reasons all emails from section leaders are shared via OSM which targets the parents/guardians and children (where they have a valid email address) directly and does not disclose email addresses to other individuals.
Parents/guardians will occasionally reply to emails sent from OSM. Email accounts of section leaders will be password protected and only read on devices which have passwords (e.g. mobile phones, laptops and desktop computers). The section leader will process the email, depending on the contents, and this may require the leader to upload the information into OSM.
Waiting Lists
Children waiting to join the sections in our Scout Group are requested to provide contact information (name, sex, DOB, postcode, contact number) via email. This information is then transferred to our waiting list within OSM and the original email deleted as soon as possible.
At least once a year, people on the waiting list will be contacted to ensure their information is correct. We will ask if they wish to remain on the list and if they are happy for us to store their personal data. Where people request to be removed from the list their information will be deleted, effective the following term.
Google Drive
Google Drive is a file sharing location used by the Group to share programmes, newsletters, camp plans, etc between section leaders and helpers. No personal information is stored on Google Drive with the exception of when 'In Touch' lists need to be physically generated for various events and activities. This information is then password protected, where possible, and deleted as soon as it is no longer required.
Our Websites (www.4thewellscouts.org.uk and www.xmastrees.org.uk)
4th Ewell (Nonsuch) Scout Group respects the privacy of every individual who visits our websites. The contents of this Privacy Statement refers only to those sites controlled directly 4th Ewell (Nonsuch) Scout Group, namely www.4thewellscouts.org.uk and www.xmastrees.org.uk.
Our websites will not collect personally-identifiable information about you (e.g. your name, address, telephone number or email address (personal data)) through our web site unless you have provided it to us voluntarily. Personal data that you provide to us will only be used by us to contact you in relation to matters relating to Scouting. We will not give any personal data to any other third party.
Our websites are hosted by Weebly, Inc. (“Weebly”). Weebly provides us with website design, hosting, management and e-commerce platform services that allows us to display our websites and make online sales. Online payments are processed by either PayPal or Stripe. Your information, including Personal Information, may be stored through Weebly’s, PayPal's or Stripe's servers. By using the Service, you consent to this collection, disclosure, storage, and use of your Personal Information in accordance with Weebly’s, PayPal's and Stripe's Privacy Policies.
In some cases, we may automatically (i.e. not via registration) collect technical information when you connect to our site that is not personally-identifiable. Examples of this type of information include the type of Internet Browser you are using, the type of computer operating system you are using and the domain name of the website from which you linked to our site. When you view one of our websites, we may store some information on your computer. This information will be in the form of a "Cookie" or similar file and can help us in many ways. For example, Cookies allow us to tailor a website to better match your interests and preferences. With most Internet Browsers, you can erase Cookies from your computer hard drive, block all Cookies or receive a warning before a Cookie is stored. Please refer to your Browser instructions or help screen to learn more about these functions.
Data Subject Rights (GDPR)
Breach Notification We will notify our parents/guardians/leaders/helpers of any breach of data via email within 72hrs of identifying the breach.
Right to be Informed Parents/guardians/leaders/helpers are informed when they join the Scout Group that their personal information, and that of their children, is held in Online Scout Manager.
Right to Access Parents/guardians are able to download information about their children using OSM. Additional requests for information should be made to the Data Protection Officer. The same holds for leaders/helpers.
Right to Rectification Parents/guardians/leaders/helper are able to correct the information held using Online Scout Manager (OSM). Parents/guardians on the waiting list can request for information to be corrected by contacting the section leader of the appropriate section or the Group Scout Leader, Dan Cook.
Right for Erasure Parents/guardians/leaders/helpers are able to request for information to be deleted, but should be aware that in order to be a member of the Scout Group the information is required. 'Legitimate interests' is likely to be more appropriate and therefore consent is not required, as the data provided by parents is expected to be stored and processed for the purposes of running a Group/Unit and its associated events. Parents/guardians of children on the waiting list should request for the information to be deleted by contacting the section leader of the appropriate section or the Group Scout Leader.
Right for Restricted Processing Whilst parents/guardians/leaders/helpers are able to request for restricted processing, 'legitimate interests' means that the information held is required for the purposes of running a Group/Unit and its associated events.
Data Portability Parents/guardians of children in the Scout Group or on the waiting list can request for information to be transferred to another Scout Group.
Right to Object Parents/guardians/leaders/helpers are able to object to the processing of their information and that or their children by contacting the Data Protection Officer.
The above statement refers to websites within the www.4thewellscouts.org.uk and www.xmastrees.org.uk domains and directly controlled by 4th Ewell (Nonsuch) Scout Group. You will need to refer to the Privacy Statements for other websites over which 4th Ewell (Nonsuch) Scout Group has no control.