Data Protection - Privacy Notice

1. Purpose

This Privacy Notice is issued in accordance with the EU General Data Protection Regulation. It covers all data processing activity undertaken by Central Brussels Scouts (CBS).

2. Data Controller

The Data Controller for the Scout Group, who will also act as Data Protection Officer, is our Group Scout Leader: Vanessa Ludden (

3. Why are we processing your data?

We have to process members' data to safely deliver the scouting experience to all our young people. This includes holding basic information about the young people, their parents or carers and our adult volunteers, (the Data Subject(s)).

We will use this information to contact you both routinely and in an emergency.

4. What data will we process?

The data we will process will include:

  • Names

  • Addresses

  • Telephone Numbers

  • Email addresses

  • Health conditions

  • Dietary requirements

  • 3rd Party Contact information

5. Who will have access to this data?

The members of the leadership team and the Executive Committee will hold this information. For each section, the leaders will have access to the information to allow them to communicate with the parents and other volunteers. The waiting list secretary will have access to the data until an individual is assigned to a section. All leaders and executive members are subject to local checks (and, where appropriate, UK checks) for working with minors.

6. Who else will have access to the data we process?

When we run events with other scout groups in the district, we will share necessary data with the organisers of the event. However, this information will be collected separately from the general information held by CBS, with a clear indication of how and until when it will be used.

In addition, during events away from our usual locations (such as camps), contact details for members will be shared with the Home Contact, who can contact participants' families in emergencies. Normally, the Home Contact will be a leader or member of the Executive Committee. The Home Contact will always be an individual who has undergone local checks (and, where appropriate, UK checks) for working with minors.

7. Where will the data be held?

Your data will be processed and stored in the following manner:

  • In Compass, the Scout Association’s membership database;

  • In Online Scout Manager, a bespoke application for the management of Scout groups;

  • Using Google for Non-Profits. This is an office suite, including email, which allows us to manage CBS;

  • In physical paper records held by section leaders for specific events;

  • By the leadership team on their own home computers and personal email accounts.

8. How long do we retain the data for?

We will retain your data for as long as the Data Subject remains a part of the Group. When the Data Subject leaves we will delete it.

If a Data Subject moves to another Scout Group, we will ask you before we share any data with the new Group. If you wish, we can retain the data for a limited period while the Data Subject finds a new Group (to ensure that badge records are not lost).

9. What is our Legal Basis for processing your data?

Our legal basis to process your personal data is under Article 6 (1) (a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

We consider your consent to be given when you complete and return any documentation with send to you. This can include online forms when a new member joins the Group, Nights Away Activity forms, or One Day Activity forms. It will also include verbal consent.

Without this consent, we are unable to provide a safe scouting environment and the Data Subject will be unable to continue participating in CBS activities.

10. Your Rights

You have the right to view any data we hold on you and to update it in the case of error. We recommend that you inform us of any changes as soon as possible.

Should you have any questions relating to your data protection rights, please contact