What is this Privacy Notice?
This Privacy Notice sets out what we do with Personal Data and what you can expect from us as part of our obligations when processing this Personal Data.
What data are we gathering?
We may hold Personal Data (including Sensitive Personal Data) about members, parents/guardians and volunteers. We believe it is important to be open and transparent about how we will use your Personal Data. Information we may hold includes the following:
- name and contact details;
- age/date of birth;
- details of any health conditions;
- race or ethnic background and native languages;
Why do we collect this information?
We use this information to communicate with you and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin). In addition, we may collect data for registration to events, including nights away, in some cases this data will be Sensitive Personal Data, which we ask for to allow us to provide appropriate care for members whilst under our supervision. The list of activities we carry out as part of Scouting that may require the use of Personal Data include:
- To enable us to provide a voluntary service for the benefit of the public;
- To manage our volunteers
- To manage our membership records
- To update you on events and
- To conduct surveys on our performance
- For financial accounting
- To fundraise for the Scout Group
- To process Gift Aid applications
How do we gather data?
We gather data through a variety of methods, these include:
- contact form on our website or by email;
- waiting lists for new members;
- Joiners forms
- Event registration forms.
When will we delete this data?
We may keep information for different periods of time for different purposes as required by law or best practice.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.
Who has access to this data and who do we share it with?
Only those members who need membership information to carry out their role have access to that information.
We may share membership data with other local scouting groups where this activity is required to deliver the scouting group obligations, such as stand in leaders. We may also share data within The Scout Association. We do not store credit card details, nor do we share data with third parties without permission.
Where will the data be stored?
This data is securely stored as paper records in a locked filing cabinet, in our online membership system (OSM) and/or stored as electronic documents in a secure storage solution. We take data security seriously.
What are your rights to your Personal Data
As a Data Subject you have rights over your own data that you can exercise at any time, these are:
- Data is accurate – we must keep your data accurate
- Data is erased – we must erase data if not needed or requested by you, that is not excessive and is possible
- Data is portable – we must provide a copy of your data back to you
- Data processing is limited – we must cease a processing activity if you object to it
- Consent withdrawal – we must allow you to withdraw consent at anytime
In the event that you wish to contact us to exercise these rights or for any further queries on this Privacy Notice please contact firstname.lastname@example.org.
The Data Protection act
You can obtain further information about data protection laws by visiting the Information Commissioner’s website at www.ico.org.uk
Terms and conditions
1. About these terms and conditions
1.1. Access to and use of 5thfarnham.org.uk (the website) both within the UK and internationally is provided by 5th Farnham (Bourne) Scouts. These terms apply to your use of the website and shall take effect immediately from your first use of the website and thereafter. Please note, in order to use the website you must agree to be bound by all the terms provided (Please note, if you do not agree to be bound all the terms herein, 5th Farnham (Bourne) Scouts does not permit you to access, use and/or contribute to the website).
1.2. 5th Farnham (Bourne) Scouts may change these terms from time to time and so you should check these on a regular basis. Your continued use of the website will be deemed acceptance of any updated or amended terms. If you do not agree to the changes, you should cease using the website. If there is any conflict between these terms and specific local terms appearing elsewhere on the website then the latter shall prevail in relation to the matter to which it specifically relates.
2. Use of the website
2.1. You agree to use the website only for lawful purposes and in a way that does not infringe the rights of, restrict or inhibit anyone else’s use and enjoyment of the website.
3. Intellectual Property
3.1. All copyright, trade marks, design rights, patents and other intellectual property rights (registered and unregistered) in and on the website and all content (including all applications) located on the website shall remain vested in 5th Farnham (Bourne) Scouts or its licensors (which includes other users).
3.2. You may not copy, reproduce, republish, disassemble, decompile, reverse engineer, download, post, broadcast, transmit, make available to the public, or otherwise use website content in any way except for your own personal, non-commercial use or non-commercial use directly related to Scouting within the UK. You also agree not to adapt, alter or create a derivative work from any website content except for your own personal use. Any other use of the website content requires the prior written permission of 5th Farnham (Bourne) Scouts.
3.3. The names, images and logos identifying 5th Farnham (Bourne) Scouts, The Scout Association (TSA), Scout Shops, Scout Activity Centres or third parties and their products and services are subject to copyright, design rights and trade marks of TSA, 5th Farnham (Bourne) Scouts and/or third parties. Nothing contained in these terms shall be construed as conferring any licence or right to use any trade mark, design right or copyright of 5th Farnham (Bourne) Scouts or any other third party.
4. Your contributions to 5th Farnham (Bourne) Scouts and/or the website
4.1. By sharing any contribution (including any text, photographs, graphics, video or audio) with 5th Farnham (Bourne) Scouts you agree to grant to the 5th Farnham (Bourne) Scouts, free of charge, permission to use the material in any way it wants (including modifying and adapting it for operational and editorial reasons) for 5th Farnham (Bourne) Scouts’s services in any media worldwide (including on 5th Farnham (Bourne) Scouts’s site accessed by international users). In certain circumstance 5th Farnham (Bourne) Scouts may also share your contribution with trusted third parties.
4.2. Copyright in your contribution will remain with you and this permission is not exclusive, so you can continue to use the material in any way including allowing others to use it.
4.3. In order that 5th Farnham (Bourne) Scouts can use your contribution, you confirm that your contribution is your own original work, is not defamatory and does not infringe any UK laws, that you have the right to give 5th Farnham (Bourne) Scouts permission to use it for the purposes specified above, and that you have the consent of anyone who is identifiable in your contribution or the consent of their parent/carer if they are under 16.
4.4. 5th Farnham (Bourne) Scouts my show your name with your contribution, unless you request otherwise, but for operational reasons this is not always possible. 5th Farnham (Bourne) Scouts may need to contact you for administrative or verification purposes in relation to your contribution, or in relation to particular projects.
4.5. Please do not endanger yourself or others, take any unnecessary risks or break any laws when creating content you may share with 5th Farnham (Bourne) Scouts.
4.6. If you do not want to grant 5th Farnham (Bourne) Scouts the permission set out above on these terms, please do not submit or share your contribution to or with the website.
5. Disclaimers and limitation of liability
5.1. The website content, including the information, names, images, pictures, logos and icons regarding or relating to 5th Farnham (Bourne) Scouts, its products and services (or to third party products and services), is provided ‘AS IS’ and on an ‘AS AVAILABLE’ basis. To the extent permitted by law, 5th Farnham (Bourne) Scouts excludes all representations and warranties (whether express or implied by law), including the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy. 5th Farnham (Bourne) Scouts does not guarantee the timeliness, completeness or performance of the website or any of the content. While we try to ensure that all content provided by 5th Farnham (Bourne) Scouts is correct at the time of publication no responsibility is accepted by or on behalf of 5th Farnham (Bourne) Scouts for any errors, omissions or inaccurate content on the website.
5.2. 5th Farnham (Bourne) Scouts does not warrant that functions available on the website will be uninterrupted or error free, that defects will be corrected, or that the website or the server that makes it available are free of viruses or bugs. You acknowledge that it is your responsibility to implement sufficient procedures and virus checks (including anti-virus and other security checks) to satisfy your particular requirements for the accuracy of data input and output.