How do we store and secure your Child's personal Data?

OSM (Online Scout Manager)

As a Scout Group we use OSM (Online Scout Manager) to store and manage all the personal data we have on your child including; emergency contact details, names, addresses, e-mails, phone numbers, medical information as well as attendance records and badge completion details.  

Obviously, we want to keep this secure, so only Section Volunteers, the group Exec and the Group Scout Lead Volunteer have access to this data.  

To access the information, they must use a multiple-access verification system.  

They also go through GDPR training to ensure that they do not have that personal information stored anywhere other than on OSM or in the case of permission forms for events, these are kept securely for the event, then immidiately distroyed/deleated after the event.

When your Child joins the Scout group, you will be sent an email asking you to access your child's data on OSM and ensure it is correct.  If there are any changes in this personal data, e.g. change of address or emergency contact, then please inform the Section Leaders as soon as possible.  You will only be able to see the data for your own child/children.

When will the Data be deleted from OSM?

When your child leaves the group, all the data we hold will be deleted.

If you are moving to another group or another section e.g. going up from Beavers to Cubs, the OSM data can be transferred (with your permission for Group Transfers).

Whats App

The group sections use WhatsApp groups to communicate with parents.  Each Section has it's own WhatsApp group and this is deleted every August to ensure that only parents/guardians that have children in that section of the group are able to see the shared information.  We do monitor these groups and will advise parents/guardians that accidentally put personal data on the group chats to remove it e.g. a message to another parent in the group saying "remember Billy has asthma and is at swimming at Bloxham School the day before", is Personal Data and should not be put on a group where other parents in the group could see it.

No children in the group should have their own "Scouting" WhatsApp group that is unmonitored by at least two adults.  This is only done by the group for special events such as a trip or expedition, and immediately after the event, the group is closed down.

Your legal rights.

You have the following legal rights under law about the personal data we hold for you and your child/children.

You have

·       The right to request to know what data is held & and have a copy of it sent to you.

·       The right to withdraw consent at any time to hold specific data.

·       The right to complain to the ICO.

This can be done verbally to any Adult Volunteer Section Lead or in writing via e-mail to the Group Data Controller - David Cox (Group Chairman) david.james.cox@gmail.com