Introduction

1st Parkstone Scout Group is committed to protecting and respecting personal information. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the policies of The Scouts.

This Privacy Policy explains how we collect, use, store, and protect personal information.

This policy applies to young people, parents/carers, volunteers, trustees, supporters, and anyone whose personal information we process.

Who We Are

1st Parkstone Scout Group is part of The Scouts, operating within Poole Scout District and Dorset Scouts.

We are an excepted charity under charity law in England and Wales.

The Group Trustee Board acts as the Data Controller and is responsible for ensuring personal data is processed lawfully and securely.

Information We Collect

We may collect and process the following types of personal data:

• Names, addresses, telephone numbers, and email addresses
• Dates of birth
• Emergency contact details
• Membership and attendance records
• Volunteer training and appointment records
• DBS and safeguarding information (where required)
• Health, medical, dietary, and accessibility information necessary for participation

Most information is collected directly from individuals or from parents/carers.

How We Use Personal Information

We use personal data to:

• Manage Scout membership and administration
• Organise meetings, events, camps, and activities
• Communicate with members, parents/carers, and volunteers
• Support safeguarding and welfare
• Manage volunteer appointments, checks, and training
• Maintain financial records, including Gift Aid
• Meet legal and regulatory obligations

Use of Online Scout Manager (OSM)

We use Online Scout Manager (OSM) as our primary system to manage member data.

Within OSM, we store and manage:

• Contact details
• Attendance registers
• Emergency and medical information
• Event and activity records
• Programme and badge progress

Access to OSM is restricted to authorised leaders and administrators only.

Where necessary, limited data may be securely exported from OSM to support administration, safeguarding, or legal obligations.

Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

• Legitimate interests – to run and manage the Scout Group effectively
• Contract – to enable participation in Scouting activities
• Legal obligation – to comply with safeguarding, charity, and financial regulations
• Vital interests – to protect someone’s life or wellbeing
• Consent – where required (e.g. photographs or marketing)

Sharing Personal Information

We only share personal data where necessary and appropriate. This may include:

• The Scouts (including national systems)
• Poole Scout District and Dorset Scouts
• Disclosure and Barring Service (DBS)
• Emergency services or healthcare professionals
• Regulatory bodies or legal authorities

We never sell personal data to third parties.

How We Store Information

Personal data is stored securely using:

• The Scouts Membership System
• Online Scout Manager (OSM)
• Secure digital systems and, where necessary, paper records

We take appropriate technical and organisational measures to protect personal data.

Data Retention

We only keep personal information for as long as necessary.

Data is retained in line with:

• Our Data Retention Policy
• The Scouts’ guidance
• Legal and regulatory requirements

Data held in OSM is regularly reviewed and deleted or archived when no longer required.

Your Rights

Under UK GDPR, you have the right to:

• Be informed about how your data is used
• Access your personal data
• Have inaccurate data corrected
• Request deletion (where appropriate)
• Restrict or object to processing
• Lodge a complaint with the Information Commissioner’s Office (ICO)

Contact

If you have any questions about this Privacy Policy or how your data is used, please contact:

Group Lead Volunteer, 1st Parkstone Scout Group: steffan.griffiths@1stparkstone.org.uk

Further Information

• Information about data protection within Scouting is available from The Scouts
• You can learn more about your rights from the Information Commissioner’s Office (ICO)