Documents & Policies

In order to comply with the new General Data Protection Regulations (GDPR) laws we are required to gain specific acknowlegement for the recording of your personal information. This is the information that you supply when registering with the Scout Association as a member.

The Scout Association is the regulated Data Controller for the UK, but each Scout group is also required to identify a Data Controller.

1^st Emsworth Scouts has identified the Executive Committee as the responsible body to oversee the adherence to Data Protection principles.

The current data about you or your child is held in 3 main areas:

• OnlineScoutManager – OSM – used by all sections to record badges, attendance, medical conditions, age , contact details.
• CAF Bank / Go Cardless - for your subscriptions
• Scout Association - Compass system (for leaders and helpers)

All of these systems have been identified as conforming to the new regulations and their terms and conditions are available on request.

In addition to this, we hold a Google Drive account for the Scout Group. This holds copies of activity photographs over the years as an archive. This is viewable by all members of our Scout Group. No names are associated with the images. Consent for these photographs is granted or declined when you register with the group. Section leaders will routinely download paper copies of your contact information (from OSM) when away from the hut so that emergency contact may be made.

The Group web site (emsworth-scouts.org.uk) does not hold any personal information and is used for information only.

Consent is given by the acceptance of an offer for a place in our group.

The Right to be Forgotten:

• When a member leaves the group or transfer to another Group, the existing information is archived for up to 7 years and is no longer generally accessible, but can be retrieved if required.
• If you require specific deletion of your record then please apply in writing via the Group Scout Leader.

As a group, we would like to use photos or videos taken during our activities to promote scouting in Emsworth and to celebrate the endeavours and successes of group members. On the group website, we hope to have many opportunities to use photographs of section activities to enhance the content. It is Scout Association best practice to have permission from Squirrel, Beaver, Cub and Scout parents/guardians before we publish media taken of your son(s)/daughter(s) whilst undertaking scouting activities. We ask that you allow us to use media content featuring your child, though we do understand that for personal or child protection reasons you may not wish your child to appear in pictures we publish.

Media taken and controlled by the 1^st Emsworth Scout Group will normally only be published on our own website, although occasionally we may forward photographs to other scouting media outlets or to the local press. Where we publish media, we take care to ensure that names are not included in the related article or caption, so will use captions like 'The Cubs camping' . 

These are the guidelines for publication:

• We will never publish personal details with any photo image that is used (full name, address, email, etc.)
• We will try to remove identifying metadata from graphics (location, comments, etc.)
• The content of all pictures will be considered for good taste before publication
• We will only use images to publicise scouting related events
• If we inadvertently publish material without parental permission on our website, we will remove it as soon as possible after it is brought to our attention (please send to info@emsworth-scouts.org.uk with details of the material to inform us)
• We cannot control the legal right of third party photographers to take and publish pictures taken in a public place

Social Media

The group does not have any control over social media sites (Facebook, Instagram, Twitter, etc.) that may be used by parents or youth members; individuals are responsible for the content of their own social media account. We therefore ask that you are mindful of any content that you or your child may post to this type of site and that any pictures that are set in a scouting context should not bring the Group or movement into disrepute or put young people at risk. We also ask that you respect the wishes of other parents if they want their child's picture to be removed.

Giving your permission

Upon joining you will be asked to give or refuse permission via Online Scout Manager These permissions can be updated at any time. The box is labelled TSA Media Wording (The Scout Association).

Our website address is: emsworth-scouts.org.uk

Media

We try to avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

No data is shared from this site. Membership applications are only used by our Scout Group on the OSM ( Online Scout Manager) system and information is provided directly into that system. Full privacy policy is available from the OSM site.

How long we retain your data

Any membership data is retained for 7 years after leaving the group.

No other data is retained