Privacy Policy

About us

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East Devon District is a registered charity with the Charity Commission for England & Wales; charity number 301078 The Data Controller for East Devon District is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees.

 

The Chair of the Charity Trustees is Sheon Sturland. Tel: 07739 733464. From this point on East Devon District will be referred to as “we”. Being a small charity, we are not required to appoint a Data Protection Officer.

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Data we may process

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The majority of the personal information we hold is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership system Compass. In the case of adult members and volunteers, data may also be provided by third parties, such as the England & Wales – Disclosure and Barring Service ↗︎ (DBS).

 

Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.

 

We may collect the following personal information:

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• Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.

• Date of birth - so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.

• Gender – so that we can address individuals correctly and accommodate any specific needs.

• Emergency contact information - so that we are able to contact someone in the event of an emergency.

• Government identification numbers e.g. national insurance, driving licence, passport - to be able to process volunteer criminal record checks.

• training records - so that members can track their progression through the Scout programme or adult training scheme.

• Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.

• Health records - so that we can make suitable arrangements based on members medical needs.

• Criminal records checks - to ensure Scouting is a safe space for young people and adults.

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We may collect some non-personal data from users browsing our website or using any features or services hosted on it. These may include:

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• the browser type

• date and time of their visit

• language preferences

• referring website or link

• additional website requests

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Where the user has the option to provide personal details on our website, this is voluntary and at each users decretion. However, it may limit the user experience by not participating. We may ask to collect the - but not limited to - the users:

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• name

• postal address

• email address

• contact telephone number

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Any information provided is at the user's consent and they are responsible for the details they've provided are both accurate and true to the best of their knowledge. False or misleading information could lead to the user being blocked, without notice, from contacting us in the future. When data is collected via our website, its processed and handled by our website provider, Wix.com, at our request. This enables us to deliver our website, its features and services.

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The lawful basis we process your data by

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We comply with our obligations under the General Data Protection Regulation ("GDPR") and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

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We comply with the Wix Data Processing Agreement ↗︎ which sets the conditions of collecting data by us - a Wix 'user' - and Wix themselves within the purposes and instructions of the agreement. 

 

In most cases, the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members. On occasion, we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions, we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.

 

We use personal data for the following purposes:

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• to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in East Devon District

• to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution

• to administer membership records

• to fundraise and promote the interests of Scouting

• to manage our volunteers

• to maintain our own accounts and records (including the processing of gift aid applications)

• to inform you of news, events, activities and services being run or attended by East Devon District

• to ensure and evidence your suitability if volunteering for a role in Scouting

• to contact your next of kin in the event of an emergency

• to ensure you have and maintain the correct qualifications and skills

 

We use personal sensitive (special) data for the following purposes:

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• for the protection of a person’s health and safety whilst in the care of East Devon District

• to respect a person’s religious beliefs with regards to activities, food and holidays

• for equal opportunity monitoring and reporting.

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We may use non-personal data for the following purposes:

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• to improve and update our website, its features and services

• to provide more accurate and meaningful content to our users

• to understand how users reach, access and use our website

• to better improve advertising campaigns we may run on/via external providers/platforms

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Our retention periods

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We will keep certain types of information for different periods of time in line with our retention policy. We will keep data only for as long as it is relevant and required.

 

The Scout Association’s Data Protection Policy can be found here ↗︎ (www.scouts.org.uk/por) and the Data Privacy Notice here ↗︎ (www.scouts.org.uk/about-us/policy/).

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Sharing your information

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Young people and other data subjects

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• We will normally only share personal information with adult volunteers holding an appointment in the East Devon District.

 

Adult volunteers

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• We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for the East Devon District as well as with The Scout Association Headquarters as data controllers in common.

 

All data subjects

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• We will however share your personal information with others outside of the East Devon District where we need to meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

 

We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.

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We will never sell your personal information to any third party. Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation.

 

Where personal data is shared with third parties, we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.

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How we store your personal data

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We generally store personal information in the following ways:

 

• On Compass ↗︎ - is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.

• On local databases - Adult volunteers will hold some personal data on local spreadsheets/databases.

• On Wix.com ↗︎ - Data collected via our website may be stored through Wix.com's data storage, databases and the general Wix.com applications. They store all data on secure servers behind a firewall. 

 

Printed records and data held while attending events - paper is sometimes used to capture and retain some data, for example; paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.

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Further processing

 

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

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How we make our policy accessible 

 

A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.

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Your rights

 

As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the Information Commissioner’s Office (www.ico.org.uk ↗︎).

 

Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:

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• The right to be informed – you have a right to know how your data will be used by us.

• The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.

• The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.

• The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.

• The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.

• The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.

• The right to object – you can object to the ways your data is being used.

• Rights in relation to automated decision making and profiling – this protects you in cases where decisions are being made about you based entirely on automated processes rather than human input, it’s highly unlikely that this will be used by us.

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Website cookies

 

When you visit our website, we may use cookies. For details on how we use cookies ↗︎, visit our website.

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Version and date of the last review

 

Draft v1.1

20th August 2021

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Download this document.