This Privacy Policy sets out how we collect and use your personal information and what your individual data protection and privacy rights are.
This Privacy Policy was last updated on 16th March 2023.
Who is Responsible for Processing Your Personal Data:
18th West Lothian Scout Group and CATWELDERS Explorer Scout Unit (The Scout Group and Unit) operating as part of the Scout Association (TSA). This is the legal entity responsible for how your personal data is collected, stored and processed.
For the purposes of this Policy, Personal Data is defined as information that is private and unique to you or your family that has been requested by us and provided by you confidentially to enable us to run our Scout Group effectively and safely. Any data that is volunteered without us asking for it or is shared with us without confidentiality or is already in the public domain at the time of sharing will not be considered as Personal Data and will not be covered by this Policy.
When you share personal data with us, you have a right to expect that this data will be treated by us confidentially. Therefore, it is our responsibility to manage your personal data that you provide to us with care and in accordance with all data protection legislation and industry best practice.
Whether you have supplied your personal data on-line, by phone, by email or in a letter, we will never use it without a lawful reason to do so. We will use your personal data for the purposes for which they were initially requested and as fully explained in this Privacy Policy.
We store all Personal Data electronically and we use Online Scout Manager, spreadsheets (used for administrating events) and email clients to manage this. We also keep some paper records where we need to do so for due diligence reasons and to satisfy other statutory bodies such as HMRC.
We only share personal data within our Scout Group and Explorer Unit with those who have a need to know. We may share some of your personal data with other parts of The Scout Association (e.g. when going to district, regional or national organised camps and events) but we do not share it with any other third parties without your permission.
We delete all young member’s personal data we have when they leave Scouting.
It is your responsibility to ensure that your personal data provided to us is accurate and up to date. If your personal data changes for any reason, it is your responsibility to inform us of these changes either via OSM , by email (18thwestlothian@gmail.com) or by other means.
We will inform you as soon as any requested changes have been applied to your data.
We use your email and home address to send you details of scouting activities within The Scout Group or Unit, or information that, in our opinion, will be of scouting interest to you and the Scout Group and Unit member who is in your care.
It is a policy of The Scout Group and Unit that at least one responsible adult must be registered to receive this information if the young person is to remain a member, so we will not delete all contact details associated with a young member unless that young member leaves the Scout Group.
We will hold your personal contact information only for as long as you or the young person in your care, remains a member of The Scout Group and Unit or is on a ‘Leave of Absence’.
We request and keep additional personal data on young members so that we are aware, for example, of any medical or developmental conditions that may affect the way that young member is treated whilst under our supervision. We rely on parents / guardians to provide us with accurate and up to date personal data about young persons for whom they are responsible.
An example of when we might use medical information is when a young person is taken ill whilst away with the Scout Group on an activity or camp and we are unable, quickly, to contact parents/guardians, before seeking medical assistance.
We use personal data about developmental issues to ensure that all young members are, as far as reasonably practical, properly catered for when taking part in our activities.
We will obtain your consent to send you details of scouting activities within The Scout Group or Unit, or information that in our opinion would be of interest to you and the Scout Group or Unit member who is in your care. We will obtain your consent when you first register your child on the wanting to join list, and when your child becomes a full member of the Scout Group and Unit.
If you have any questions, comments or complaints about this Privacy Policy or our use of your personal data, please contact us at: 18thwestlothian@gmail.com
You may wish to access a copy of the personal data we hold about you – known as a Subject Access Request. You can do this by two methods, by logging into OSM or you can email 18thwestlothian@gmail.com. We will respond to your Subject Access Request as soon as possible and, in any event, within the statutory 30 days. However, in the event that we need more information from you to verify your identity, which we must do to ensure we disclose your personal data to the right person, the 30 day response period will only commence from the time that we have validated your identity.
Please be aware that for security reasons we do not usually provide details of any bank details that we hold within your data. Please make your request for any bank details when a representative from The Scout Group and Unit contacts you about your Subject Access Request.
If you believe we have made an error as to the personal data we hold about you, you can change your details via OSM or by speaking to the representative from The Scout Group and Unit, who will be able to process the correction for you. Should you wish to discuss this matter further, please contact the Group Scout Leader / volunteer manager on 18thwestlothian@gmail.com
You have the right to request your personal data to be permanently deleted from our records and systems to avoid any further communication with you. Your request will always be considered in light of the legal basis that we hold, store and process your personal data and the purpose for which we collected your data. Where the legal basis permits, we will carry out your instructions without undue delay. Please note, however, that where we have a legal obligation or a reason justified by the Scout Group to hold your personal data in respect of a young person’s continual membership of The Scout Group and Unit, we may not be able to carry out your request but we will explain this fully to you. Please address any request to delete your data to The Scout Group or Unit team via the following email link 18thwestlothian@gmail.com
In the event that you wish to move your personal data that we hold on you to another Scout Group in the form of an excel spreadsheet or csv format, please contact The Scout Group or Unit team on the following email link 18thwestlothian@gmail.com who will be able to assist you. If a Young Person moves to another Scout Group or Unit which uses OSM we will transfer their OSM record to the new Scout Group or Unit.
You have the right to be informed about the collection and use of your personal data. This is commonly known as a ‘privacy statement’ or ‘privacy policy’. We will provide you with this information about how we collect and use your data on request. Our Privacy Policy is regularly reviewed in line with our Scout Group processes. Any changes to this Privacy Policy will be communicated via email and published on the Scout Group and Unit website. You can ask for a printed copy of our Privacy Policy by contacting The Scout Group or Unit team by emailing 18thwestlothian@gmail.com
You have a right to lodge a complaint if you feel that your personal data has been mishandled by The Scout Group and Unit. Your first contact if you wish to make a complaint should be the Group Scout Leader / volunteer manager (18thwestlothian@gmail.com ). This is the recognised route for any complaints within Scout Groups. If you are not satisfied with the response to your complaint from the Scout Group or Unit team, then you can contact the West Lothian Scout District Commissioner who will review your complaint. “District Commissioner” dc@wlscouts.org.uk
If the District Commissioner is unable to resolve your complaint then you can contact the Information Commissioner’s Office (ICO) (Scotland@ico.org.uk 0303 123 1115) and lodge a complaint if you believe your personal data has been mishandled by The Scout Group and Unit and your complaint to West Lothian District Scouts has not beenresolved.