Introduction

At 1st Parkstone Scouts, we recognise the importance of managing personal information responsibly and securely. As a youth organisation, we use Online Scout Manager (OSM) to record and manage data about young people, volunteers, parents/carers, and supporters.

We are committed to protecting personal data held within OSM and ensuring it is only used to support our Scouting activities, meet legal obligations, and safeguard all members.

We only collect and retain information that is necessary for:

• Running meetings, events, and activities
• Managing membership and waiting lists
• Supporting safeguarding and wellbeing
• Meeting legal, insurance, and regulatory requirements

We do not keep personal data for longer than necessary. Data held within OSM is regularly reviewed and securely deleted or archived in line with this policy.

This policy explains how long we retain different types of data stored within OSM and why. It reflects our commitment to transparency, accountability, UK GDPR, and The Scout Association’s guidance.

How Online Scout Manager (OSM) Is Used

Online Scout Manager is used to:

• Maintain membership records
• Record attendance
• Store emergency contact and medical details
• Manage event information and payments
• Communicate with parents/carers and volunteers

Data stored within OSM may be downloaded or transferred for administrative, safeguarding, or legal purposes where necessary.

Data Retention Schedule (OSM)

Young People

Adult Volunteers

Parents and Carers

Donors (if recorded in OSM or linked records)

Key Principles (OSM-Specific)

• We only keep data in OSM that is necessary for Scouting activities
• We regularly review and delete/archive outdated records within OSM
• Sensitive information (e.g. medical details) is kept accurate and up to date, and removed when no longer required
• Access to OSM is restricted to authorised leaders and administrators
• Data exported from OSM is securely stored and deleted when no longer needed
• We follow The Scout Association’s guidance and UK GDPR at all times
• We prioritise the safety, privacy, and wellbeing of all members

Data Deletion and Review

• Any downloaded reports or exports are securely deleted when no longer required
• OSM records are reviewed at least annually
• members who leave or removed or archived promptly
• Historical data is deleted in line with retention periods above