41st Epping Forest Scout Group (“we”, “us”, “our”) is committed to protecting and respecting your privacy. We process personal data in accordance with the UK GDPR, the Data Protection Act 2018, and relevant Scouts policies and guidance. As a local Scout Group, we act as a data controller for the personal data we process.

What information we collect

We may collect and hold personal information about:

• young people, parents and carers
• adult volunteers and trustees
• prospective members who contact us or complete a joining form

This may include names, contact details, emergency contacts, medical or additional needs information where relevant, attendance records, and other information necessary to run Scouting safely and effectively.

How we collect information

We collect information when:

• you complete a joining or enquiry form on our website
• you join via the official Scouts website
• you or your parent/carer provide information directly to us
• information is shared with us through Scouts systems for membership and programme administration

How we use information

We use personal data only where necessary to:

• manage membership and waiting lists
• communicate with members, parents/carers and volunteers
• organise meetings, events and activities
• keep young people safe and support welfare needs
• administer the Group and comply with legal, safeguarding and Scouts requirements

Systems and third parties we use

To run the Group, we may store or process personal data using trusted third-party services, including:

• Scout Websites (website and online forms)
• The Scouts membership systems
• Online Scout Manager (OSM) for member and section records
• WhatsApp Communities for communications with parents/carers, volunteers and leadership teams
• Microsoft 365 for email and administration
• Google Analytics for website usage tracking

We only use these systems where necessary for legitimate Scouting purposes and expect them to handle data appropriately under their own privacy and security arrangements.

Sharing information

We may share information where necessary with:

• leaders and authorised volunteers within the Group
• relevant Scout District, County or national Scouts systems
• emergency services or other authorities where required for safety, safeguarding or legal reasons

We do not sell personal data.

Data security and retention

We take reasonable steps to keep personal data secure and only retain it for as long as necessary for Scouting, safeguarding, legal, insurance or administrative purposes.

Contact

If you have any questions about this policy or how we handle personal data, please contact:

41st Epping Forest Scout Group
Email: join@41st.org.uk